For many nonprofits, grants provide a majority of the funding the organization needs to run its programs. This means grant writing for nonprofits is an essential skill. Broader grant strategy decisions may appear on your board meeting agenda, but staff are usually responsible for the actual application process. Putting together a successful grant proposal is a team effort that doesn’t end after you submit the application.
What is a Nonprofit Grant?
Nonprofit grants are donations from corporations, private foundations, or government agencies that often pay for specific projects or research activities. Because they come from organizations instead of individuals, grants are usually much larger than individual gifts, so they make up a substantial portion of many nonprofits’ funding. Grants are competitive, and applications can be time-consuming, so developing a good process is often a key part of a nonprofit’s success.
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How to Secure a Nonprofit Grant
Nonprofit Grant Writing Cheat Sheet
Step | Key Action | People Involved |
1. Research & Prospecting | Identify funders whose mission aligns with your unique work; review eligibility, past recipients, funding priorities; use tools to find community foundation listings. | Development Direct, Grant Researcher, Program Staff |
2. Relationship Building | Contact funders before applying; attend events, webinars, and networking sessions; maintain relationships year-round | Executive Director, Development Director, Board Members |
3. Proposal Development | Outline the problem/need (with supporting data); describe your solution, timeline, budget and outcomes; follow all guidelines and formatting rules | Grant Writer, Program Staff, Finance Director, Executive Director |
4. Compliance & Submission | Track deadlines and requirements in a grant calendar; ensure attachments and documents are complete; submit early to allow for corrections | Grant Writer, Development Assistant, Finance Director |
5. Follow-Up & Stewardship | Send thank-you letter and funding acknowledgment; submit reports with outcomes, financials and stories; keep communication open for renewal opportunities | Executive Director, Grant Writer, Program Staff |
Grants are often complex, but you can simplify the writing process by following these key steps.
1. Identify the Right Opportunities
Before applying for grants, identify funders whose mission aligns with your work. You’ll improve your chances if the funder already supports your cause. Ask your nonprofit treasurer to set an overall grant strategy, then have your development director and program staff work with a grant researcher to confirm eligibility, review past recipients, and clarify priorities. Use tools to find community foundation listings, which often focus locally and reduce competition.
2. Build Relationship With Funders
Private grant funders appreciate getting to know the people and nonprofits they support. Your development director and other leaders, like the executive director and board members, should actively look for ways to build and maintain relationships with current and potential funders year-round. Contact funders before applying for grants and attend the events, webinars, and networking sessions they host. Building a strong relationship gives your nonprofit a better understanding of the funder’s grant program as well as a personal connection with decision-makers.
3. Plan and Gather Internal Information
Before your team drafts a proposal, collect and organize the internal information the grant writers will need to make a strong case for funding. The application should outline the problem or need the nonprofit faces, backed up with clear supporting data. Describe your solution to the problem, including the timeline, budget, and outcomes. Having a plan in place and explaining it clearly shows the funder your nonprofit plans to use their money effectively. The program staff, finance committee, and executive director should work with the grant writer at this stage to ensure the writer has all the information they need to make a compelling case.
4. Write a Strong Proposal
Follow all funder guidelines and formatting rules when writing your grant. Federal applications are complex, so give yourself extra time. Pursue multiple funding opportunities, and use a grant calendar to track deadlines and requirements. Complete all requested attachments in the correct file type. Submit early to allow time for corrections. Involve development staff and the finance director in reviewing the proposal before submission.
5. Follow Up After Submission
Maintain the relationship once you receive a grant. Send a thank-you letter and funding acknowledgment promptly. Share reports with outcome data, financial statements, and impact stories to show how you use the funds. Keep communication open to learn about renewal opportunities. By demonstrating value throughout the year, you make renewal decisions easier and may qualify for a simpler process. Strong funder relationships also enhance your reputation and create new growth opportunities.
Introducing OnBoard AI
The grant funding cycle is just one of many responsibilities board administrators need to learn. From writing meeting minutes to finding essential information, OnBoard AI builds on our existing board management software for nonprofits to save you time and help you avoid oversights.
For instance, the Book AI tool reviews your board’s documents to spotlight important context during a discussion or identify risks that could affect the organization’s 501c3 tax-exempt status.
Here are the primary benefits:
- Automated Drafting: OnBoard AI uses meeting recordings, agenda, and notes to auto-generate a draft of the meeting minutes, reducing manual effort and speeding up documentation.
- Smart Transcription and Summarization: It securely records meetings and provides a searchable transcript that highlights key points, decisions, motions, and actions, transforming real-time conversations into structured outcomes.
- Time Savings: Reduces the need for manual transcription and note-taking, freeing staff from the tedious process of capturing meeting minutes.
- Enhanced Accuracy: AI reduces the risk of human error, ensuring important decisions and motions are accurately captured and easy to reference.
- Governance-Ready: Unlike general transcription tools or chatbots, OnBoard AI is built specifically for board governance with security, workflows, and context needed by board professionals.
OnBoard Supports Nonprofit Board Leaders
Securing a nonprofit grant is a multi-step, year-round process. From brainstorming new nonprofit fundraising ideas to staying in touch after winning a grant, understanding and implementing these steps will increase your organization’s chances of getting the funding it needs.
OnBoard’s board management platform gives you the tools to build a strong, sustainable grant process while managing your board’s responsibilities. Our software helps you plan, run, and record productive meetings, organize and store grant applications, and prepare for board turnover so knowledge and relationships stay intact when members leave.
OnBoard capabilities include:
Meeting Management
- Agenda Builder – Quickly build and distribute structured agendas with supporting documents.
- Minutes Builder – Draft, approve, and securely store meeting minutes with tasks and attendance tracking.
- Annotations – Add private or shared notes directly to board materials.
Board Collaboration
- Secure Document Sharing – Centralize and protect sensitive board materials in one portal.
- eSignatures – Sign resolutions, approvals, or policies directly in the platform.
- Task Management – Assign and track follow-ups after meetings.
Governance & Compliance
- Board Assessments – Run surveys and evaluations for board performance and governance effectiveness.
- Voting & Approvals – Conduct secure, remote voting inside the platform.
- Audit Trails – Maintain compliance with detailed logs of activity.
Start your free trial today to see how OnBoard streamlines your nonprofit board’s operations.
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About The Author
- Gina Guy is an implementation consultant who specializes in working with nonprofit organizations get the most from their board meetings. She loves helping customers ease their workloads through their use of OnBoard. A Purdue University graduate, Gina enjoys refinishing furniture, running, kayaking, and traveling in her spare time. She lives in Monticello, Indiana, with her husband.
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