How To Apply for Grants for a Nonprofit Organization

Grant funding can help your nonprofit launch programs, hire staff, or cover key operating costs, but getting approved typically requires a clear plan, strong paperwork, and careful research. HowToGetAssistance.org provides general information only; you must use official funder websites and application portals to apply for grants or check any status.

Fast Answer: How Nonprofits Typically Apply for Grants

Most nonprofits apply for grants by researching funders whose priorities match their mission, reading the guidelines carefully, and then submitting a written proposal (often online) that explains the need, the project, the budget, and how impact will be measured.

In practice, you typically:

Confirm your nonprofit status (usually 501(c)(3) in the U.S.) and get your legal and financial documents organized.
Search for relevant grants from government agencies, community foundations, corporate foundations, and large private foundations.
Match your programs to the grant’s focus, eligibility rules, location, and funding range.
Write and submit the application by the deadline using the funder’s required format and online system.
Wait for review; if awarded, follow the funder’s reporting and spending rules.

A common reason applications get delayed is missing documents, such as outdated financial statements or unclear budgets, so building a complete and organized “grant file” before you apply usually saves time.

Key Terms You’ll See in Grant Applications

Grant proposal – Your written request for funding, usually including a narrative, budget, and attachments.

Program vs. general operating support – Program grants fund a specific project; general operating grants support your overall organization.

Restricted vs. unrestricted funds – Restricted grants must be used for a specific purpose; unrestricted funds can be used for most organizational needs, subject to your budget and laws.

Fiscal sponsor – An established nonprofit that agrees to accept and manage grant funds on behalf of a project that is not yet its own legal nonprofit.

Understanding these terms will help you interpret guidelines and answer funders’ questions accurately.

What You’ll Need Ready Before You Apply

Most serious grant applications expect your organization to be legally set up and able to show that it can manage funds responsibly.

Commonly required organizational items:

IRS determination letter confirming your tax-exempt status (or equivalent in your country).
Employer Identification Number (EIN) or tax ID.
Board list with names, roles, and sometimes affiliations.
Recent financials: annual budget, profit and loss statement, and often a Form 990 (if applicable).

Commonly required program information:

Clear mission statement and brief organizational history.
Description of the program or project you want funded: what it does, who it serves, where it operates.
Specific goals and outcomes (for example, how many people will be served and how you’ll measure success).
Detailed project budget, including how grant dollars will be spent and any other funding sources.

Quick Summary (Grant Prep Checklist)

Verify your nonprofit/tax-exempt status and obtain your IRS letter.
Assemble key documents: EIN, board list, financials, annual budget, Form 990.
Clarify your programs, goals, and who you serve.
Create a reusable “grant file” with these items in one place.
Draft a basic program description and budget you can adapt to each funder.

Real-world friction to watch for: People often get stuck when a funder asks for documents “for the last 2–3 years” and the nonprofit hasn’t closed its books or filed forms consistently, so it typically helps to coordinate with your accountant or bookkeeper well before grant deadlines.

Your Next Steps: How to Find and Apply for Grants

Step 1: Confirm Eligibility

Identify your nonprofit type and mission. Know your tax status, service area, and main program areas (e.g., youth development, housing, arts, health).
Check basic grant criteria. Funders typically list geographic area, eligible organization types, and funding priorities on their websites.
Decide if you fit. If your mission or location falls outside their focus, it is usually not worth applying.

What to expect next: Once you know where you fit, you can narrow your search to a realistic list of grant opportunities instead of applying everywhere.

Step 2: Research Grant Opportunities

Look in multiple places; most nonprofits combine several funding sources.

Common places to search:

Federal government grants – For U.S. organizations, browse opportunities on Grants.gov, which lists federal grant announcements and application instructions.
State and local agencies – State departments (such as health, education, or housing), city offices, and county agencies often post nonprofit grant opportunities on their official websites.
Community foundations and United Way – Local or regional foundations typically fund nonprofits in specific counties or cities.
Corporate and private foundations – Many corporations and large family foundations publish grant guidelines and deadlines on their own sites.

Because rules and programs vary by state and locality, it is often useful to search “your_state nonprofit grants department of ____ (e.g., education, health)” on your state government’s official .gov website, or call your local community foundation to ask where nonprofit opportunities are posted.

Do this next: Create a simple tracking spreadsheet with columns for funder name, website, focus area, amount range, eligibility notes, due date, and application link.

Step 3: Read Guidelines and Draft a Strong Proposal

Download or print the grant guidelines. Highlight eligibility requirements, required attachments, word/page limits, and due date.
Outline your narrative based on the funder’s questions, usually covering:
- The problem or need in the community.
- What your organization does and why you are equipped to address it.
- The specific project or program you want them to fund.
- Who will benefit and how many people you plan to serve.
- How you will measure results.
Align your language with the funder’s stated priorities without changing your mission; echo key terms they use (e.g., “food insecurity,” “college access,” “behavioral health”) when they accurately describe your work.
Prepare a clear, realistic budget. Break down costs (staff, supplies, rent, evaluation, etc.) and show any matching funds or other committed sources.

What to expect next: Many funders will require you to submit via an online portal where you paste your narrative into boxes and upload your budget and documents as PDFs.

Submitting the Application and What Happens After

Step 4: Use the Official Application Portal or Process

Most funders now require online submission; some small foundations still accept emailed or mailed proposals.

When you’re ready:

Create an account in the funder’s online system (if required) several days before the deadline.
Enter organization information exactly as it appears on legal documents (name, address, EIN).
Paste or upload your proposal following word limits and file type requirements.
Upload required attachments (IRS letter, financials, board list, etc.).
Submit before the deadline and save the confirmation email or screenshot.

If the portal is down close to the deadline, contact the funder using the email or phone on their website and briefly say: “We are attempting to submit a grant application and are having trouble with the online system—can you confirm the best way to proceed?”

What to expect next: Funders typically send an automatic confirmation; decision timelines vary widely (from a few weeks to several months), and award is never guaranteed.

Step 5: Follow-Up, Reporting, and Renewals

If awarded, funders commonly send:

A grant agreement outlining allowable uses of funds, reporting deadlines, and payment schedule.
Reporting templates or instructions for mid-year and final reports.

You’ll typically need to:

Sign and return the agreement via the official process.
Track how funds are spent separately in your accounting system.
Collect data on outcomes you promised (numbers served, activities, results).
Submit reports on time, using the funder’s format.

If you are not funded, some foundations allow a brief feedback call or email; if offered, this can help you improve future applications.

Avoid Mistakes and Grant Scams

Because grant funding involves money and sensitive organizational data, it is important to be cautious.

Common snags (and quick fixes):

Incomplete applications → Use a checklist from the guidelines and have a second person review before submitting.
Applying for misaligned grants → Only apply when your mission, location, and size match what the funder usually supports.
Missing deadlines → Add grant dates to a shared calendar and set reminders a week in advance.

Scam warning signs:

Promises of “guaranteed grants” in exchange for upfront fees.
Requests for personal bank account access or payment to “unlock” government grants.
Non-official-looking emails claiming large awards you never applied for.

Legitimate funders typically do not guarantee awards, do not ask you to pay to receive a grant, and use traceable contact information linked to an official .gov site or a well-established foundation. In the U.S., you can confirm federal opportunities on Grants.gov, the official central portal for federal grants.

If something feels off, pause, verify via an official government or foundation website, or contact your local 211 information line (through the official 211.org site) for help finding legitimate nonprofit support resources.

Once you have identified real opportunities, organized your documents, and mapped out your proposal and budget, your next practical step is to pick one realistic grant, download the guidelines, build your application checklist, and start drafting well before the deadline.