How to Write School Grants

by David Ingram

Many schools rely on grant funding for a large portion of the programs they offer to their communities, and grant writing is the first step in the process of obtaining these funds. Grant proposal writing for schools is an activity that requires patience, persistent research and impeccable attention to detail. Individual grantors have specific requirements for grant proposals, and each grantor has different values and preferences. With so many schools and institutions seeking funds from a limited amount of grantors, the most well-prepared and diligent grant writers will have a significant advantage over the competition.

Research and Preproposal Contact

1. According to, research is the most important element of a well-written grant proposal. Common research methods include preproposal contact with grant sources, reviews of successfully funded proposals and Internet research. Remember that grantor organizations have widely varied interests and are most likely to fund projects that have the largest impact in the areas they are committed to improve. Your research efforts will help you to identify the grant sources that are the best matches for your school and the specific programs that you are attempting to fund.

2. Contact grant funding sources early in the proposal process. Preproposal contact is an opportunity to make contacts within the organization and to introduce your school to key decision makers. This is also an excellent time to gain valuable insight into what it takes to win a grant from a specific organization.

3. Take advantage of your initial conversations to gather information on grant requirements, such as submission deadlines, preferred format, submission procedures and preferred length of proposals. Request information related to companies that have won grants from the organization in the past and ask for copies of their proposals and reviewer comments if possible. Prepare a list of questions before making contact to keep yourself on track during the conversation.

Proposal Writing and Follow-Up

1. Include the following sections in your grant proposal: executive summary, needs assessment --- what do you hope to change?, description of program --- how will you make the change?, and financials --- budgets and detailed operating expenses. Requirements related to length, format and submission type --- paper or electronic --- can be gained during the research and preproposal stage.

2. Proofread and edit your proposal. Remember that your grant proposal is a representation of your school and the program you are attempting to fund. Any grammatical or spelling errors will make a bad impression on the grant review board and will diminish your chances of being funded.

3. Complete you proposal early and ask peers and colleagues to review it while you still have time to make changes. If you are able to gather enough information about the grant review process from your preproposal contact, set up a mock grant review session made up of key decision makers in your school and have them critique your proposal and suggest revisions.

4. Contact grant sources after funding has been awarded, even if your proposal was rejected. A good last impression is just as important as a good first impression because you may find yourself seeking funds from the same organization in the future.

5. If your proposal is rejected, use a follow-up contact to gather information about why it was not selected. Request to see reviewers' notes or to speak with a member of the review committee. Be courteous and respectful when making your inquiries, and thank the grantor for taking the time to review your proposal and for giving you advice on future submissions.

Things Needed

  • Internet
  • Word processor equipped PC
  • Telephone
  • Plans and budgets for programs to be funded


  • While your project may have a well-defined purpose and scope, it can be beneficial to alter your goals and desired impact slightly to better suit individual grantor needs.
  • Include explanations of how your project model can be duplicated and expanded in the future to have the largest impact in a grantor's preferred area of improvement.
  • Follow the resource links at the end of this article to find more valuable tips and guidance for your grant writing efforts.

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