How to Apply for Nonprofit Grants: A Step‑by‑Step Guide

HowToGetAssistance.org provides general information only; you’ll need to use official funder websites and portals to actually apply for any grant.

Nonprofit grants are typically competitive, rule‑driven funding opportunities offered by government agencies, foundations, and corporations. To apply successfully, you need to find the right opportunities, follow the instructions precisely, and submit complete, well‑supported proposals by the deadline.

Fast Answer: How Nonprofits Typically Apply for Grants

Nonprofits usually apply for grants by:

Confirming eligibility (501(c)(3) status or equivalent, mission fit, location).
Finding open opportunities through official grant portals and funder websites.
Registering in the required systems (such as federal or state grant portals).
Preparing required documents (IRS letter, budget, board list, financials, etc.).
Writing and submitting a proposal that answers every question in the application.
Tracking submission and follow‑up through the funder’s portal or email.

No process guarantees funding; each funder decides based on its own criteria and budget.

What You’ll Need Ready Before You Apply

Most funders require similar core information so they can verify that your nonprofit is real, legally compliant, and capable of managing the grant.

Commonly required documents and information:

Proof of nonprofit status: IRS determination letter or other tax‑exempt documentation.
Legal and contact information: legal name, mailing address, EIN, key contacts.
Mission and programs: short description of your organization and current services.
Budget details:organizational budget and project/program budget for the grant.
Financial statements: recent profit and loss (income) statement and balance sheet, or audited financials if available.
Board of directors list: names, roles, and sometimes affiliations.
Key policies: some grants ask about non‑discrimination, conflict of interest, or financial controls.

Useful terms, in plain language:

EIN: Employer Identification Number, the federal tax ID for your organization.
RFP/RFA: “Request for Proposals/Applications,” the official document describing a grant.
General operating support: funding you can use for your overall operations.
Restricted grant: funding you must use only for a specific project or purpose.

Having digital copies (PDF or Word) of these items ready typically speeds up every application.

Your Next Steps: From Finding Grants to Submission

1. Confirm your nonprofit’s basic eligibility

Check your legal status.
Make sure your nonprofit is properly registered in your state and, if applicable, has federal tax‑exempt status (such as 501(c)(3) in the U.S.).
Clarify your mission and programs.
Write a brief summary (3–6 sentences) of who you serve, what you do, and where you operate; many applications ask for this directly.
Know your service area and demographics.
Funders often target specific locations (city, county, state) or populations (youth, seniors, low‑income households, etc.).

What to expect next: When you start screening grant opportunities, you’ll match your mission, geography, and population to each funder’s eligibility rules.

2. Find relevant grant opportunities

Use multiple, official sources to build a list of realistic prospects:

Federal grants: Search Grants.gov, the main portal for U.S. federal grant opportunities.
State and local government grants: Visit your state or city’s official website and look for sections titled “Grants,” “Nonprofit Resources,” or “Community Development.”
Local community foundations: Often list open nonprofit grants and guidelines on their websites.
Corporate and private foundations: Check the “Community Giving,” “CSR,” or “Grants” pages on corporate and foundation sites that serve your area.
United Way / community agencies: Many coordinate or publicize small local grant rounds.

Because available grants and eligibility rules vary by state and locality, start by searching “[your state] official grants portal” or using your state government home page, then navigate to “Grants” or “Nonprofits.”

Quick summary (what to do first):

List 5–10 potential funders whose missions match yours.
Discard any that clearly exclude your type of organization or service area.
Prioritize 2–3 opportunities with deadlines you can realistically meet.

3. Register in required systems and portals

Many government and large foundation grants require prior registration, which can take days to weeks to finalize.

Common steps include:

Create or confirm organizational accounts on required portals (e.g., Grants.gov for federal grants in the U.S.).
Verify your EIN and legal name exactly as they appear on IRS or state records.
Set up authorized users.
Typically you’ll list an “authorized representative” (often a board chair or executive director) and a “point of contact” for day‑to‑day communication.

What to expect next: After registering, you usually receive email confirmation and can access the online application forms, upload documents, and track submission status.

4. Read the full grant announcement and instructions

Before writing anything, download or open the full RFP/RFA or application guidelines.

Look closely at:

Eligibility section: who can apply, required status, geography, and any exclusions.
Funding range and term: minimum/maximum amounts, one‑time vs. multi‑year.
Allowable costs: what you may or may not spend grant funds on.
Required attachments: exact list of documents and any templates you must use.
Scoring criteria: how applications are evaluated (need, impact, capacity, budget, etc.).
Submission method and deadline: portal, email, or mail, plus date and time zone.

Common snags (and quick fixes):

Missing attachments → Create a checklist from the RFP and check items off as you upload.
Wrong file format → Convert documents to the requested format (PDF, Word, Excel) before you start the online form.
Last‑minute technical issues → Aim to submit at least 24 hours before the deadline to allow time for portal errors.

5. Draft a strong project proposal and budget

Most nonprofit grant applications ask for the same core elements, even if the format varies.

Typical narrative sections

Need or problem statement: Describe the specific issue your community faces, using clear data (sources usually required).
Goals and objectives: What you plan to change or improve, ideally in measurable terms.
Activities / work plan: What you will do, with whom, and on what timeline.
Outcomes and evaluation: How you will know if it worked (indicators, tools, data you’ll collect).
Organizational capacity: Why your nonprofit is capable of carrying out the work (staff skills, partnerships, prior results).

Building the budget

Create a project‑specific budget that matches your narrative:

Include personnel, supplies, travel, equipment (if allowed), and indirect/overhead if permitted.
Make sure your numbers align with the activities you described (e.g., if you say you will serve 200 people, include enough staff and supplies to make that realistic).
Follow any required budget template exactly, including cost categories and justifications.

What to expect next: Some funders may ask follow‑up questions or request clarification about your budget before making a final decision.

6. Submit and track your application

Once your narrative, budget, and attachments are ready:

Complete the online form or application packet, copying/pasting narrative answers where needed.
Upload all required attachments and confirm each is properly labeled.
Review every section for completeness and consistency.
Submit before the deadline and save/print any confirmation page or email.

Some funders provide a tracking number or status updates in their portal; others simply email a confirmation and later, a decision notice.

If you need to check on a submission, a simple email or phone script could be:
“Hello, I’m calling from [Nonprofit Name] to confirm that our grant application for [Program or RFP Name], submitted on [date], was received and is complete in your system.”

Avoid Mistakes and Grant‑Related Scams

Because grants involve money and personal/organizational data, scam risks are real.

Red flags to avoid:

“Guaranteed grant” offers or promises that anyone can get funding for a fee.
Requests to pay money to receive a grant (legitimate grants do not require payment to access funds).
People claiming to be from a government agency but using personal email addresses (such as free webmail services).
Websites that look unofficial or ask for personal bank login information.

To reduce risk:

Submit applications only through official portals or funder websites.
If a grant is advertised as federal, you can typically verify it by searching the title or program number on Grants.gov.
Never share your organization’s full banking information except through formal award and payment forms required by the funder.

If this happens → do this:
If you are asked to pay an “upfront fee” to get a grant → stop, verify the funder’s identity on an official .gov or foundation site, and contact them directly using published phone/email information.

If You’re Denied or Stuck: How to Fix Common Problems

Many nonprofits are denied funding at least once, even with strong projects.

If your application is denied:

Request feedback, if the funder allows it; some government agencies and foundations provide brief comments or score sheets.
Compare your proposal to the scoring criteria to identify gaps (e.g., unclear outcomes, weak data, unrealistic budget).
Strengthen your documentation (more recent data, letters of support, clearer evaluation plans) for the next round or a different funder.

If you’re stuck during the process:

Technical portal issues: Most grant portals have a help desk or “support” link; use it early instead of waiting near the deadline.
Unsure which office handles a grant: Call your city or county main information line or dial 211 (in many areas) and ask which department manages nonprofit grants for your type of service.
Missing documents: Contact your state charity registration office, tax agency, or the IRS (for U.S. EIN and status) to request replacement letters or verification.

Applying for nonprofit grants often involves multiple attempts and refinements; each round of feedback and experience typically improves your future applications, even though no grant is ever guaranteed.