Grant Writing Strategies That Work

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Grants look easy from the outside: download a form, fill it in, wait for the cheque. In reality? Cold applications rarely convert, and the magic happens off the application portal. On this week’s episode of The Small Nonprofit Podcast, Maria Rio and co-host Caitlin McBride unpack why grants are not the quick win many organizations expect and how a single 15-minute call can completely change your pitch, and your odds. We break down what funders won’t put on their website, why most “perfect fit” applications still miss, and how to flip your process from “apply first” to “build trust first.” If you’ve been told to “just send more grants,” but aren’t seeing the results you want, this one’s for you. 

Grant Writing for Nonprofits - The Highlights: 

1. Cold grants rarely win funds 
   Caitlin shared a study by grant consultant Valerie Grant that analyzed 270 grants over 19 months. When organizations submitted cold applications with no prior connection, the approval rate was 7 percent. That means 93 percent were denied. High volume without strategy burns time. 
2. Relationships exponentially increase your odds 
   When there was prior contact or a relationship, the approval rate rose to 17 percent - a 140 percent increase. Funders often clarify fit, timing, and budget in conversation. Sometimes the formal application follows an informal yes. 
3. Expect a 12-to-18-month runway 
   Grants are a long game. Many wins come after a first rejection, a feedback loop, and a re-application in the next cycle. Most funders have fixed windows, internal review processes, and shifting priorities that you cannot rush. Plan your efforts and your expectations accordingly. 
4. Do not build your budget on speculative grants 
   Caitlin is conservative: she only budgets grants that are multi-year or renewed reliably with active stewardship. If you base a program plan on a hoped-for grant and it does not land, the fallout can be severe. 
5. Capacity and clarity come before hiring a grant writer 
   A grant writer cannot save a weak system. You need a clear project or program, measurable outcomes, data collection, stories, and a stewardship plan. Your website must make you findable and credible; you should post annual reports, impact stats, audited financials, and real stories. Funders do their homework. 

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Grant Writing for Nonprofits – 3 Actionable Tips:  

1. Call before you apply 
   Use staff and board networks or mutual LinkedIn connections to secure a warm intro. Go in to validate: Are we a fit right now? What range makes sense? Which program aligns best? You will learn things not listed online and avoid misaligned applications. 
2. Measure the right inputs 
   Track leading metrics, not just submissions; track the number of funder calls, touch points, impact stats gathered, stories captured, and stewardship initiatives delivered on time. These behaviors drive results. Counting applications alone rewards activity, not strategy. 
3. Pair grants with unrestricted revenue 
   Grants are often project-restricted and many funders favor new projects. Build unrestricted revenue through individual giving or earned income so you can fund raises, rent, and tech. Trust-based funders are growing, but you still need a balanced revenue mix. 

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