Grants are a common funding source for nonprofit organizations, but applying for them is not always straightforward. Many teams are unsure where to begin, especially when time and capacity are limited. And most small organizations have team members juggling multiple roles and trying to fit grant writing into an already full workload. Some may have never written a grant before, while others have applied a few times but still don’t feel confident in the process. And even with a strong application, not every grant will be successful, and you may not receive feedback from the funder.

In this article, we will walk through a few key steps to consider before starting a grant application. These will help you assess whether your organization is ready to apply and how to make your application stronger.

Identify What Kind of Support You Might Need

Before you apply for a grant, it helps to think about what kind of support would make the process easier. Many small teams assume they have to do everything themselves, but there are resources designed specifically for small organizations that help you prepare for your application or proposal especially if you are new to grant writing and you are unfamiliar with the process.

If your team has a budget, you might consider hiring a grant writer. This can offer a few key advantages:

A grant writer can help you explain your work to funders especially when you are applying for project-based grants that need to match specific goals or requirements.
They can save your team time by handling the writing, so your staff or volunteers can focus on other priorities.
They can also help your team avoid common mistakes and understand what different funders are looking for.

Hiring a grant writer is not required, but it is one option if you need help with your grant writing process. The goal is to make things more manageable and help your organization submit a strong proposal.

Decide If This Grant Is the Right Fit

Before you start searching for grants, take a moment to consider a few key questions:

What exactly do we need funding for?

Are we ready to deliver this work if the grant is approved?
Do we have the time and capacity to prepare a strong application?

It is easy to apply for any grant available, but applying for a grant that doesn’t fit your work, or that you don’t have time to prepare for, can lead to time wasted. If a grant opportunity does not allow you to put in a strong application, or the requirements don’t align with your current capacity, it would be best to wait for a better opportunity where you have a better chance of getting the grant.

For example, a small organization might come across a grant for a new program idea that sounds exciting but would require hiring staff or launching services they have not fully planned. In that case, it might make more sense to wait, revisit the idea later, or look for funding that supports what is already working.

Draft a Basic Overview Before You Apply

Most grant applications follow a similar structure. They often ask for a clear description of the organization, the funding need, and how the work will be carried out and evaluated. If preparing those sections feels unclear or time-consuming, one thing your team can do is draft a short overview of your organization’s work and current funding priorities. Even a rough version can help make future applications easier and over time, this can become a reusable grant template for multiple submissions.

For example, a small literacy nonprofit might write a one-page summary that explains who they serve, what programs they offer, and how additional funding would help expand tutoring hours or reach more learners. It does not need to be perfect, you just need to be able to explain your work clearly.

Build a Simple Case for Support

Even if you are not applying for a grant right away, it helps to have a short document that explains to prospective donors how their investments in your organization will help make the community a better place. This is often referred to as a case for support, and the content in it can be reused across grant applications.

Your case for support does not have to be long, but it should be compelling. A one-page summary is enough to start. You can begin by focusing on your mission and the impact of your work. For example, a small food bank might describe how it serves a growing number of households each month, and how additional funding would allow it to expand delivery services to seniors with mobility challenges.

Taking time to create a short case for support now can save your team effort later. It gives you a strong starting point for future grant applications and helps others understand the value of your work.

Make Sure You Have People Who Can Help

One of the common myths about grant writing is that it is a solo task. However, that is not always the case. Many successful applications are written by staff, volunteers, or board members who are close to the work and willing to learn. Even for a team of one or volunteer-led teams, grant writing is rarely an individual task. Someone still needs to review the draft, help clarify the grant budget, or confirm the details of a program. And a second set of eyes can help catch mistakes or offer feedback. Working together makes the process less stressful and more doable.

Preparing for Any Outcome

One of the hardest parts of grant writing is getting declined, especially if there is no explanation, and you are unable to speak to someone. This is common, especially with larger funders that receive hundreds of applications and are not always able to respond individually. Before you apply, it helps to think about what you’ll do if the grant is not approved. Will you still be able to fund your initiatives? What will you need to adjust or postpone if the funding doesn’t come through? You will have to think about that in advance.

Even if the answer is no, the process still builds your skills, and you can prepare for the next opportunity. With smaller funders, there may be more room to ask questions or build a relationship over time, and even a short conversation can help guide future applications. Whether or not you receive funding, the process helps you prepare for what comes next.

Before you apply, take time to identify what kind of support you might need, whether that is help with writing, reviewing, or pulling together the budget, and decide if the grant is the right fit for your current priorities and capacity. Draft a basic overview of your work, so you are not starting from scratch each time, and build a simple case for support that explains why your work matters, making sure you have people who can help along the way. It also helps to think through what you’ll do if the grant is not approved, so you are not caught off guard. These small steps can help you stay focused, reduce stress, and make future applications easier to complete.

Writing a grant for the first time? Our Grant Toolkit for Small Nonprofits is a fillable workbook designed for small teams with limited time, staff, or experience.

What to Do Before You Apply for a Grant