Grant Writing Tips for First-Time Applicants

Before You Write a Word

Read the NOFO Multiple Times

The Notice of Funding Opportunity (NOFO) is your blueprint. Read it at least twice before writing. Highlight key requirements, evaluation criteria weights, and page limits. If reviewers are told to score on specific criteria, your proposal must directly address those criteria.

Check Your Eligibility First

Confirm your organization meets every eligibility requirement in the NOFO before investing time in writing. Also verify your SAM.gov registration is current — many applicants discover their registration has expired days before the deadline.

Contact the Program Officer

Most FOANOs include a program officer contact. A short, professional email with a genuine question shows interest and may yield valuable insight about what reviewers are looking for. Avoid generic questions — ask something specific about the program.

Writing a Strong Narrative

Lead with the Problem, Not Your Organization

Reviewers want to know that you understand the problem deeply, not just that your organization exists. Start your needs statement with data, stories, or community input that demonstrates the severity and scope of the issue you're addressing.

Align Your Project with the Funder's Priorities

Explicitly connect your project goals to the program's stated objectives. Use language from the NOFO where appropriate. If the program emphasizes "evidence-based interventions," name the evidence base for your approach.

Be Specific About Activities and Timelines

Vague proposals lose points. Instead of "we will provide training," write "we will conduct eight 3-hour training sessions for 20 participants each month from January through August, using the XYZ curriculum." Reviewers want to see that you've thought through implementation.

Quantify Everything Possible

Use numbers: populations served, hours of service, number of sites, percentage improvement targets. Programs with measurable outcomes score higher than those with aspirational language.

Budget Best Practices

Justify Every Line Item

The budget justification narrative should explain the calculation method and rationale for every cost. For personnel: "Project Coordinator (1.0 FTE × $55,000 × 1.35 fringe = $74,250). Responsible for day-to-day program implementation and data collection."

Know the Allowable Cost Rules

Federal cost principles are governed by 2 CFR Part 200 (Uniform Guidance). Key rules: costs must be allocable, allowable, and reasonable. Entertainment, lobbying, and certain fundraising costs are generally unallowable.

Calculate Indirect Costs Correctly

If your organization has a Negotiated Indirect Cost Rate Agreement (NICRA), use it. If not, you may use the 10% de minimis rate on Modified Total Direct Costs (MTDC). Indirect costs cover overhead not directly attributable to the project.

Common Mistakes to Avoid

• Ignoring page limits — Many systems truncate submissions at the limit. Over-length proposals may be returned or disqualified.
• Generic proposals — Copy-pasting from previous applications without tailoring to this NOFO is obvious to reviewers.
• Weak evaluation plan — "We will track number of people served" is insufficient. Include pre/post measurements, comparison groups, or validated tools.
• Overestimating capacity — Proposing to serve 10,000 people when your current capacity is 500 raises red flags.
• Submitting at the last minute — Grants.gov and similar portals can have technical issues. Submit 24-48 hours early.
• Missing required attachments — Create a checklist from the NOFO and verify all attachments are included before submitting.

After Submission

If funded: celebrate, then get organized. If not funded, you can often request reviewer comments from the program officer. Many successful grantees were initially turned down — use feedback to improve your next submission.