Writing a compelling grant proposal is a mix of creativity and adhering to solid fundamentals. Whether you’re applying for a small local grant or a major federal opportunity, your proposal must clearly convey your mission, demonstrate your capacity, and present a credible plan backed by data. Unfortunately, many proposals fall short not because the ideas are weak, or there isn’t a recognizable need, but because of avoidable errors in presentation, strategy, or alignment. This post will review some of the most common mistakes made in grant writing, and provide clear tips on how to avoid them.
Failing to Follow Instructions
Every funder provides guidelines for a reason and failing to follow basic instructions can risk appearing unprepared. Overlooking page limits, formatting requirements, or specific questions can disqualify your proposal before it’s even read. The grant environment is more competitive than ever so small issues may be more of an issue than one might suspect. Always read the RFP (Request for Proposals) carefully and use it as a checklist to ensure compliance with every requirement. Grant makers invest time and thought into developing their applications so showing that you’ve made the effort to carefully review them demonstrates that your organization takes it seriously.
Tip: Highlight or summarize the instructions in a separate document to use as a reference while drafting. You can quickly refer to it throughout the process of developing your application.
Lack of Alignment with Funder Priorities
One of the most frequent mistakes is submitting a proposal that does not fully align with the funder’s mission, goals, or strategic focus. Even if your project is worthwhile, it may not fit what the funder is looking to support. Proposals that feel like they’ve been forced to match the opportunity, rather than designed in alignment with it, are often easily spotted by reviewers.
Tip: Study the funder’s mission statement, funding history, and current priorities. Look at what types of projects they’ve supported in the past. Make sure your proposal language echoes their values and clearly demonstrates how your project advances their goals. If alignment is weak, consider whether the opportunity is truly the right fit.
A Weak Problem Statement
A strong proposal begins with a clear and compelling description of the problem your project aims to solve. Too often, applicants rely on generalities, outdated information, or assumptions rather than hard data and contextual insight. A vague problem statement weakens your entire case for funding by failing to convey urgency, relevance, or need.
Tip: Use current, local, and credible data sources to define the problem. Describe who is affected, why the issue matters, and what the consequences of inaction might be. A well-framed problem statement provides the foundation for your goals and activities, and shows funders that you understand the landscape you’re working in.
Unclear Objectives and Outcomes
Your goals may be visionary, but if they’re not clearly defined and measurable, reviewers may struggle to understand how success will be achieved or evaluated. Ambiguity in your objectives can suggest a lack of planning, capacity, or accountability.
Tip: Use the SMART framework to structure your objectives: Specific, Measurable, Achievable, Relevant, and Time-bound. Each objective should connect directly to your problem statement and lead naturally into your activities and evaluation plan. Be explicit about what you expect to accomplish and how you’ll know you’ve succeeded.
Overlooking Evaluation Plans
Evaluation is not just a formality, it’s a critical component that demonstrates how you’ll monitor progress, learn from your work, and ensure accountability. Many proposals treat evaluation as an afterthought or offer vague descriptions that don’t inspire confidence in the organization’s ability to measure results.
Tip: Develop a clear and realistic plan that outlines both process evaluation (tracking implementation) and outcome evaluation (measuring impact). Identify specific indicators, data collection methods, timelines, and who will be responsible. If using an external evaluator, describe their qualifications and role.
Inadequate Budget Justification
Your budget should be a financial reflection of your work plan not an isolated document. Proposals that present unclear, padded, or inconsistent budgets often raise concerns about financial stewardship, even when the project itself is strong.
Tip: Include a detailed budget narrative that explains how each cost supports your project activities. Ensure your figures are reasonable, align with the scale of your program, and conform to the funder’s allowable costs. Be transparent about indirect costs, match requirements, and any in-kind contributions.
Generic or Repetitive Language
Funders may read dozens, or hundreds, of proposals. Using generic statements, boilerplate text, or excessive jargon makes your proposal blend into the pile rather than stand out. Repetition or vague language can also weaken your argument and reduce clarity.
Tip: Tailor your narrative to each specific funder. Avoid relying on copy-paste text from past proposals unless it’s updated and relevant. Use clear, concise language that tells your story with authenticity and specificity. Read your draft aloud to catch repetition or awkward phrasing.
Lack of Stakeholder Engagement
Many funders are interested in how communities and stakeholders are involved in project design and implementation. A proposal that lacks evidence of collaboration may suggest a top-down approach that doesn’t reflect community needs or build local capacity.
Tip: Involve stakeholders early and often. Highlight how their input shaped the project design, and describe any ongoing roles they’ll have. Include letters of support or partnership agreements that show commitment.
Submitting at the Last Minute
Rushed proposals often include typos, missing attachments, and formatting errors—or they miss the deadline entirely. Many online grant portals are strict about cut-off times and may experience technical issues close to submission deadlines.
Tip: Aim to complete your full draft, including all attachments, at least one week before the due date. Plan for review time and submission troubleshooting. If you’re working with a team, assign someone to double-check the full application package before submitting.
Disregarding Previous Feedback
If you’ve previously submitted a proposal to the same funder and received feedback, positive or negative, failing to acknowledge or act on it can be a red flag. Funders want to see that you’re listening, learning, and improving.
Tip: Review any prior comments carefully. Address areas of concern directly in your revised proposal, and explain what changes you’ve made. Demonstrating responsiveness builds credibility and shows that you take the funder’s feedback seriously.
Final Thoughts
Strong grant proposals don’t just tell a story, they tell the right story, in the right way, to the right audience. Avoiding common mistakes helps ensure that your great ideas are communicated clearly and professionally, increasing your odds of securing funding. By taking a strategic, detail-oriented approach, you can demonstrate your organization’s capacity, credibility, and alignment with funder priorities.
Successful grant proposals don’t happen by chance. They result from careful planning, strong alignment with funder priorities, and clear, evidence-based writing. By avoiding these common mistakes, you increase your chances of securing funding—and building lasting relationships with grantmakers.
Remember: Grant writing is not just about making your case, it’s about making it easy for funders to say yes.
3EO Solutions LLC 