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

Nonprofit grants are typically competitive, but a clear process and strong preparation can greatly improve your chances of success. This guide focuses on how nonprofits usually find, prepare for, and apply for grants from foundations, corporations, and government sources.

HowToGetAssistance.org provides general information only; you must always apply and submit documents through the official grantmaker’s website or portal.

Fast Answer: Basic Steps to Apply for Nonprofit Grants

Most nonprofit grant applications follow a similar pattern:

Confirm eligibility.
Review the funder’s guidelines to make sure your organization type, budget size, location, and program focus match what they fund.
Match the grant to a specific project.
Funders usually want a focused project, not your entire organization; define the problem, who you serve, and the results you expect.
Prepare required documents.
Commonly required: 501(c)(3) determination letter (or equivalent), recent financials, budget, board list, and basic organizational info.
Draft your narrative and budget.
Explain the need, your approach, timeline, evaluation plan, and detailed project budget that matches the narrative.
Submit through the official portal or email.
Many funders use an online grant portal, some accept email/PDF, and government grants typically go through federal or state systems.
Track deadlines and follow up.
Note the submission deadline, keep a copy of everything you sent, and watch for emails about questions, site visits, or decisions.

Key Terms You’ll See in Grant Applications

Program officer – A staff member at a foundation or agency who manages grants and may answer eligibility questions.

Letter of inquiry (LOI) – A short initial proposal some funders require before inviting a full application.

Indirect costs / overhead – General operating expenses like rent, utilities, or admin salaries that support the project.

Fiscal sponsor – An established nonprofit that receives and manages grant funds on behalf of a project that does not yet have its own 501(c)(3) status.

What You’ll Need Ready Before You Apply

Requirements vary by funder and state, but most institutional funders ask for similar core information. Check the funder’s guidelines first, then gather:

Proof of nonprofit status (IRS 501(c)(3) letter in the U.S., or relevant registration for your country/region).
Basic organizational profile: legal name, EIN or tax ID, address, website, founding date, and mission statement.
Leadership and board list: names, roles, and sometimes brief bios or community affiliations.
Financial documents: most recent audited financial statements or at least internally prepared financials, plus current organizational budget.
Project description: problem statement, target population, goals, planned activities, and expected outcomes.
Project budget and timeline: line‑item budget (staff, supplies, travel, overhead) and a start/end date or phases.
Key metrics: how you typically measure success (e.g., number of participants served, completion rates, survey results).

If your nonprofit is new or very small, some funders may accept a fiscal sponsor agreement instead of your own 501(c)(3) letter; read the guidelines to see if this is allowed.

Your Next Steps: How to Apply, Step by Step

1. Find grants that fit your nonprofit

Start with funders that explicitly support your issue area and geography. Common places to look:

Local community foundations and United Way affiliates for regional projects.
Corporate foundations or giving programs of companies in your area.
City, county, or state human services or arts agencies for public grants.
The federal Grants.gov portal in the U.S. for national government opportunities: search for relevant programs and read each Notice of Funding Opportunity carefully.

Do this next: Make a simple table or spreadsheet listing the funder, focus area, grant size range, deadline, and link to guidelines.

2. Check eligibility and priorities carefully

Before drafting anything, visit each funder’s official website and review:

Who they fund – organization type, budget range, years in operation, faith‑based restrictions, or fiscal sponsor rules.
Where they fund – city, county, state, or specific neighborhoods.
What they fund – subject areas (e.g., youth, housing, arts, health) and whether they support capital, programs, or general operating.
Grant size and term – minimum/maximum amounts and how long the grant covers (1 year, multi‑year, etc.).
Application process – LOI first vs. full proposal, required attachments, and submission method.

If anything is unclear, many foundations list a program officer or general email. A simple email like:
“Hello, we are a [type of nonprofit] located in [city]. We are considering applying for [grant name] to support [brief project description]. Could you confirm whether this fits your current funding priorities?”

3. Map out your proposal

Once you confirm a good fit:

Define the problem and target population.
Be precise about who you serve, where they live, and what specific need the project addresses.
Describe your solution.
Outline the main activities (e.g., classes, counseling sessions, outreach visits), how often they occur, and who delivers them.
Set measurable outcomes.
Funders typically look for clear, realistic outcomes, such as: people served, skill gains, job placements, or housing stability.
Create a budget that matches the narrative.
Each main activity should have a cost line (staffing, supplies, travel, space, evaluation). If you include indirect costs, follow any limits in the funder’s guidelines.

What to expect next: During review, some funders may ask for clarifications about your outcomes or budget; having this logic mapped out makes answering questions easier.

4. Prepare and upload required materials

Using the funder’s checklist, gather and label your files exactly as requested. Common uploads include:

Narrative proposal (often 3–10 pages or specific character counts in an online form).
Project budget and organizational budget.
IRS 501(c)(3) letter or registration.
Latest financial statements or tax filings (e.g., Form 990 in the U.S.).
Board list and key staff resumes or bios.

Most private foundations use an online grant portal; government grants are commonly submitted through systems like Grants.gov or state‑level e‑procurement portals. Create accounts early, because verification steps (like confirming your organization’s identity or SAM.gov registration in the U.S.) can take several days.

What to expect next: After submission, you typically receive an automatic confirmation email or on‑screen message. Save it along with a PDF of everything submitted.

Common snags (and quick fixes)

Incomplete registrations in government systems → Start registrations (such as SAM.gov for U.S. federal grants) weeks before the deadline to avoid last‑minute blocks.
Missing or outdated nonprofit status documents → Download your most recent determination letter or status proof from the official tax authority website before you apply.
Budget totals not matching the narrative → Double‑check that staff time, participant numbers, and unit costs line up between your story and your spreadsheet.

Costs, Deadlines, and Timelines

Most nonprofit grant applications do not charge a fee, especially from reputable foundations and government agencies. If a funder asks for a large “application fee” or payment to guarantee funding, that is a warning sign and should be verified carefully.

Deadlines vary widely:

Private and corporate foundations often have 1–3 fixed deadlines per year.
Government grants typically open and close on specific dates listed in the official notice.
Some small family foundations accept proposals year‑round, but may only review them at certain board meetings.

Because review timelines are rarely guaranteed, many organizations track expected notification dates based on guidelines or past experience, but you should assume that decisions may take several months. Never plan or announce a new program as if funding is guaranteed before you have a signed award letter or grant agreement.

Quick Summary: Grant Application Checklist

Confirm eligibility and alignment with the funder’s mission, geography, and grant size.
Gather core documents: nonprofit status, financials, budgets, board list, and key staff info.
Define a specific project with clear activities, participants, and measurable outcomes.
Build a detailed, aligned budget that matches your narrative and follows the funder’s rules.
Submit via the official portal or method well before the deadline, and save confirmations.
Track responses and follow instructions for any additional questions, site visits, or contracts.

Avoid Mistakes and Spotting Scams

Because grants involve money and organizational identity details, careful handling is essential.

Use only official portals and emails. Access applications from the foundation’s own website, a government domain like .gov, or a known community foundation, not from random links in unsolicited emails.
Be cautious of “guaranteed grant” offers. Legitimate funders do not guarantee awards in advance or require large upfront payments to “unlock” grants.
Protect your logins and financial data. Government portals like Grants.gov or state systems may ask for organizational banking info for payments, but this should always happen within a secure, official site.
If you are unsure about a grant offer, you can call 211 in many areas or consult with a local nonprofit support center or community foundation to confirm whether a funder is legitimate.

People often get stuck when they can’t tell which agency or office runs a particular grant program. Typically, the official source is a state department of human services, education, health, or arts; a city/county grantmaking office; or a registered private foundation. To confirm, search your state or city name plus “official grants” and make sure you land on an official .gov or clearly identified foundation website.

If You’re Denied or Things Don’t Work Out

Not receiving a grant is common, even for strong nonprofits, and does not mean you should stop applying elsewhere. Many funders accept follow‑up questions after a decision period.

A simple script for email or phone:
“Thank you for considering our application to [grant name]. Could you share any feedback on how we might strengthen future proposals or better align with your priorities?”

If a particular grant doesn’t work out, consider:

Smaller local community foundations, city grants, or neighborhood funds, which may have less competition.
Collaborative applications with a larger partner organization acting as fiscal sponsor.
Government programs listed on Grants.gov or your state’s official grant portal, where detailed eligibility rules and timelines are publicly posted.

Once you have your basic documents, narrative, and budget in place, you can reuse and adapt them for multiple opportunities, which typically makes each new application faster and more manageable.