How To Apply for Grants for a Nonprofit: A Step‑By‑Step Guide

Grants are a major funding source for many nonprofits, but winning them usually takes planning, clear documentation, and careful applications.

HowToGetAssistance.org is an informational site only; you must use official funder websites and portals to apply for any grant.

Fast Answer: How Nonprofits Typically Apply for Grants

Most nonprofits apply for grants by:

1. identifying funders whose priorities match their mission,
2. confirming eligibility,
3. preparing standard documents (like IRS determination letter and budget), and
4. submitting a tailored application through the funder’s online portal or email before the deadline.

You generally cannot use a single “universal” application for all funders. Each program sets its own rules, forms, deadlines, and review timelines, and approval is never guaranteed.

Key Terms You’ll See in Nonprofit Grant Applications

Common grant terms, explained simply:

• 501(c)(3) – IRS category for most charitable nonprofits in the U.S. Many grants require this status.
• Grant proposal – The full written request (narrative + budget + attachments) asking for funding.
• Operating vs. program grant – Operating supports general expenses; program supports a specific project or service.
• Fiscal sponsor – A 501(c)(3) organization that receives and manages grant funds on behalf of a group that isn’t yet tax‑exempt.

Knowing these terms helps you read guidelines correctly and avoid applying for grants you cannot legally accept or manage.

What You’ll Need Ready Before You Apply

Specific requirements vary by funder, but nonprofits are commonly asked for the same core items. Having them ready makes applications much faster.

Commonly required organization documents

• IRS determination letter confirming your 501(c)(3) or other tax‑exempt status.
• EIN (Employer Identification Number) and official legal name.
• Articles of incorporation and sometimes bylaws.
• Board of directors list with roles and basic affiliations.

Financial and planning materials

• Most recent financial statements (audited if available, otherwise internal).
• Organizational budget for the current year.
• Program or project budget for the specific work you want funded.
• Past Form 990 filings (for larger funders or government grants).

Program information

• A clear mission statement.
• Short descriptions of programs and services.
• Data on who you serve (location, age group, income level, etc.).
• Basic outcome or impact data (people served, changes achieved, etc.), if you have it.

State and local requirements can differ. To see what’s expected where you operate, check your state’s charitable registration office (often under the Attorney General or Secretary of State) and review sample guidelines posted by local community foundations.

Quick Summary: Typical Nonprofit Grant Application Package

Your Next Steps: How to Apply for Grants, Step by Step

1. Clarify what you want funding for

Before you search:

1. Decide whether you need general operating support or funding for a specific program or project.
2. Write a 3–5 sentence summary describing the need, who benefits, and what will change if it’s funded.
3. Estimate how much funding you realistically need and can responsibly manage.

Do this next: Create a one‑page “case for support” with mission, problem, solution, who you serve, and approximate budget.

2. Find realistic grant opportunities

Look for funders whose stated priorities match your work, location, and organization type. Typical sources:

• Private and family foundations – Often fund specific causes or geographic areas.
• Community foundations – Focused on a city, county, or region.
• Local corporate giving programs – Banks, utilities, and large employers often have small‑grant programs.
• Government agencies – City, county, state, or federal grants for specific services.

For federal opportunities, you can search Grants.gov, which is the main portal for U.S. federal grant listings and applications.

When you find a grant, read the eligibility section carefully and stop if you clearly do not qualify; applying anyway usually wastes time.

3. Match eligibility and decide whether to apply

Use the guidelines to answer:

1. Are we in the eligible location? (City, county, state, or country.)
2. Is our organization type allowed? (501(c)(3), school, faith‑based, government, fiscally sponsored project, etc.)
3. Is our work aligned? (Same population, issue area, or program type as listed.)
4. Is the grant size and timeline realistic for us? (Small organizations often struggle to manage large, complex government grants.)

If any of these are unclear, you can often email or call the funder’s listed contact with a short question:
“Hello, our nonprofit does [brief description] in [location]. Based on your guidelines, would this be considered eligible to apply for the [grant name]?”

4. Prepare a core proposal and budget

Many nonprofits build a “core” proposal that can be adapted for multiple funders.

1. Draft the narrative typically covering:

   • Need or problem you address.
   • Your solution (activities/services).
   • Who you serve and how many people.
   • Expected results and how you will measure them.
   • Your experience and capacity to deliver.

2. Create a clear line‑item budget for the project or organization, including:

   • Personnel (wages, benefits, contractors).
   • Program costs (supplies, space, travel).
   • Indirect/administrative costs (if allowed).

3. Make sure your numbers match any totals you mention in the narrative.

Real‑world friction to watch for: A common reason applications get delayed is incomplete attachments—missing IRS letter, unsigned documents, or an outdated budget—so double‑check the funder’s checklist against your files before uploading anything.

5. Tailor your application to each funder

Most funders use their own forms or application portals. Answer what they ask, in their order, even if you’ve written a strong general proposal.

• Adjust wording to match the funder’s stated priorities (e.g., “youth development,” “food security”).
• Stay within word or character limits; online portals may cut off longer text.
• Use plain language; avoid heavy jargon unless the funder clearly expects it.
• If they request specific outcomes (for example, “number of people housed”), provide realistic estimates and how you’ll track them.

Before you submit, have someone not involved in writing quickly review for clarity and consistency.

6. Submit through the official channel and track it

Funders typically accept applications:

• Through an online grant portal (most common).
• By email with forms and attachments.
• Less often, by mail or hand delivery.

Follow the instructions exactly: file format, file names, page limits, and signature requirements.

What to expect next: After you submit, you usually receive an automatic confirmation email or on‑screen message. Decision timelines vary widely—often from a few weeks to several months. Some funders share a review schedule in their guidelines; others do not.

Set up a simple tracking sheet with the funder, grant name, amount requested, deadline, submission date, and decision date (if known).

Avoid Mistakes and Grant Scams

Because grants involve money and personal or organizational data, you should watch for both errors and fraud.

Common snags (and quick fixes)

• Missed deadlines → Keep a single calendar with all grant due dates and internal drafts due a week earlier.
• Budget/narrative mismatch → Recheck totals and make sure each major budget item is mentioned in the narrative.
• Wrong or outdated documents → Label files with year and version (e.g., “OrgBudget_FY2025_Final.pdf”) and confirm you’re sending the newest versions.

Scam and safety guidance

Legitimate funders in the U.S. typically:

• Do not guarantee funding before you apply or before a formal review.
• Do not ask you to pay an “application fee,” “processing fee,” or “release fee” to receive a grant.
• Do not ask for personal banking login credentials.

Be cautious if someone contacts you claiming you’ve “won a grant” you never applied for, or requests payment to unlock funds. When in doubt, independently look up the foundation or agency’s official website (often a .gov for government grants), find a published phone number, and verify.

If You’re Denied or Can’t Find a Fit

Grant denials are common, especially for newer or smaller nonprofits. A denial does not necessarily mean your program is weak.

If you’re not funded:

1. Check whether feedback is allowed. Some funders invite short follow‑up questions; others clearly state they cannot discuss decisions.
2. If allowed, email: “Thank you for considering our application. If possible, could you share one or two brief suggestions to strengthen future proposals?”
3. Use any feedback to adjust your narrative, budget, data, or measurement plan.

If grants are not working right now or you’re too early‑stage:

• Look into local community foundation mini‑grants or city small‑grant programs, which may have simpler requirements.
• Consider individual donations, memberships, or small events while you build enough track record and data to be competitive for larger grants.

To locate relevant local public or community‑based funders, you can also contact your area’s 2‑1‑1 information line (see the official 211 site at United Way’s 211.org) and ask for “local grant or funding resources for nonprofits.”

Once you have your core documents, a clear case for support, and a short list of aligned funders, you can move forward with applications in a more focused and confident way.