Free Grant Proposal Template

GRANT PROPOSAL

Project Title: [Project Title]
Submitted by: [Organization Name]
Submitted to: [Funder Name]
Date: [Month Day, Year]
Amount Requested: $[Amount]
Project Period: [Start Date] to [End Date]
Contact: [Name], [Title], [Email], [Phone]


COVER LETTER

[Month Day, Year]

[Funder Contact Name]
[Title]
[Funder Name]
[Street Address]
[City, State ZIP]

Dear [Funder Contact Name],

On behalf of [Organization Name], I am writing to request $[Amount] to support [Project Title], a [length] initiative that will [one sentence describing what the project does and for whom]. This work directly advances [Funder Name]'s commitment to [funder priority or focus area].

[One or two sentences on the problem and the result you expect, with one supporting fact.]

Founded in [Year], [Organization Name] has [brief track record, for example "served 4,200 families" or "operated reading programs for 18 years"]. We are confident we can deliver measurable results and account for every dollar. Thank you for considering this request. I welcome the chance to discuss it further.

Sincerely,
[Name]
[Title]
[Email] | [Phone]


1. EXECUTIVE SUMMARY

[Organization Name] requests $[Amount] from [Funder Name] to launch [Project Title], a [length] project serving [target population] in [location]. [State the core problem in one sentence with a number, for example "One in five students in [district] reads below grade level."] To address it, [Project Title] will [describe the main activities in one sentence]. By [End Date], the project will [state the primary measurable outcome, for example "raise on-time reading proficiency by 15 percent among 300 students"]. Requested funds will cover [top two or three cost categories]. With [credibility statement], [Organization Name] is ready to begin on [Start Date].


2. STATEMENT OF NEED

[Open with the single most compelling fact about the problem.] According to [Source, Year], [data point that establishes scale]. [Add a second fact that shows urgency or a worsening trend.]

This problem affects [specific population]: [describe who is affected and how their lives are impacted]. [Explain the gap, for example services that fall short or do not exist today.] Without action, [describe the consequence of inaction].

[Organization Name] is positioned to respond because [reason tied to your experience, location, or relationships]. The need is both urgent and solvable, and this project offers a concrete path forward.


3. GOALS AND OBJECTIVES

Goal: [State one broad, long-term change the project works toward.]

Objective 1: By [date], [specific, measurable, achievable, relevant, time-bound result].
Objective 2: By [date], [specific, measurable result].
Objective 3: By [date], [specific, measurable result].

[Each objective should be something you can report a number against in the evaluation section.]


4. PROJECT DESCRIPTION AND METHODS

[Describe exactly what you will do, who will do it, and when.]

Activities:
- [Activity 1]: [what happens, who leads it, when]
- [Activity 2]: [what happens, who leads it, when]
- [Activity 3]: [what happens, who leads it, when]

Timeline: [Summarize the project schedule by phase or quarter.]

Staffing: [Name the key roles and the qualifications that make this team able to deliver.]


5. EVALUATION PLAN

[Explain how you will know the project worked.]

For each objective, the project will track [name the measure], collected through [method, for example pre and post surveys, attendance records, or assessments] at [frequency]. [Name who is responsible for collecting and analyzing the data.] Results will be reported to [Funder Name] in [format and frequency, for example a written report at the midpoint and close of the grant].


6. ORGANIZATIONAL CAPACITY

[Organization Name] is a [tax status, for example 501(c)(3) nonprofit] founded in [Year] with a mission to [mission statement]. The organization [describe relevant programs, scale, and history]. Leadership includes [name key leaders and their qualifications]. Past results include [cite one or two concrete outcomes that prove you can deliver]. The organization's governance, financial systems, and staff give it the capacity to manage this grant and report on its use.


7. BUDGET AND BUDGET NARRATIVE

Total Project Cost: $[Total]
Amount Requested from [Funder Name]: $[Amount]
Other Committed Funds: $[Amount] from [source]

Line items:
- Personnel: $[Amount] ([roles and percent of time])
- Fringe Benefits: $[Amount]
- Travel: $[Amount]
- Supplies and Materials: $[Amount]
- Equipment: $[Amount]
- Other Direct Costs: $[Amount]
- Indirect Costs: $[Amount] ([rate] percent of [base])

Narrative: [For each significant line, explain why the cost is necessary and how you calculated it. Tie every figure to an activity in the project description, with nothing added and nothing missing.]


8. SUSTAINABILITY

[Explain how the work will continue after this grant ends.] After the grant period, [Organization Name] will sustain the project through [name sources, for example earned revenue, renewed grants, in-kind support, or integration into ongoing operations]. [Describe any partnerships or commitments that support continuation.]


9. ATTACHMENTS

- Proof of tax-exempt status, for example the 501(c)(3) determination letter
- List of the board of directors with affiliations
- Most recent audited financial statements or annual report
- Organizational operating budget for the current year
- Letters of support from partners
- Resumes or biographies of key staff