Volunteer program budgets are small, and too few leaders even try writing grants to supplement it. Whether you need money to improve technology, provide training, or start a new initiative, studies have shown that funders are willing to step up. But a well-written application is essential. Funders receive far more applications than they can support, so a clear, compelling, and well-organised proposal can make all the difference.
Start with knowing what funders want.
Before sitting down to write, learn about the funder. Read their guidelines carefully and research what types of projects they’ve funded in the past. Just as we want volunteers who match our values, funders want to support projects that align with their priorities. If your proposal feels off-topic, it’s less likely to be successful.
Most funders are looking for:
- Alignment with their mission: If a funder prioritises community health or the environment, show how your proposed project contributes to that goal.
- Clear impact: Funders want to know their money will make a difference. Be specific about how what you’re asking them to fund will impact the community.
- Organisational readiness: What’s your capacity? Can you deliver what you’re promising? Funders look for signs of strong leadership, good planning, and responsible financial management.
- Sustainability: No one wants to fund something that falls apart once the grant ends. Be ready to explain how your program will continue even after the money runs out.
There are a few key components you need to include when writing grants.
While every funder has their own application format, most will expect you to address the following areas.
- Executive Summary or Overview
This is often the first section, and sometimes the only one decision-makers read in detail. Use it to provide a clear, engaging summary of your program, your goals, and how the funding will be used. Aim for clarity over cleverness. Although it is the first thing that the funders will read, it should be the last that you write!
- Organisational Background
Briefly describe your organisation’s mission, history, and accomplishments. Keep it concise and focused on why you’re a good candidate for their support.
- Statement of Need
This is where you explain the problem your project addresses. Data and storytelling meet here. Use statistics to back up your case, but also include stories that bring the issue to life. Describe the people or community you serve, why the work is important, and the issues with the status quo.
- Project Description
Now dig into the details of your volunteer initiative:
- What exactly are you proposing to do?
- Who will be involved?
- What are the goals and expected impact?
- How will this make your overall program more successful?
Show that you’ve thought through the logistics and have a solid plan. Include a timeline and mention any partnerships that strengthen your work.
- Budget and Justification
Be realistic about what the project will cost. Break the budget into broad categories (e.g., staff time, training, technology). Most importantly, explain why each item is necessary. If possible, show what other funding sources will contribute, including in-kind support or matching funds.
- Evaluation and Impact
Funders need to know how you’ll measure success. Outline the metrics you’ll use to track progress, and how you’ll collect that information. Don’t go overboard; choose a few meaningful indicators and explain how they connect to the stated goals.
- Sustainability
Show that you’re thinking beyond the grant period. How will the impact continue once this funding ends? Will you seek other grants, build internal capacity, or develop new partnerships? Even if you’re not certain, funders appreciate evidence of long-term thinking.
Here are a few extra tips.
Remember, writing grants is part science, part art.
- Follow the instructions exactly. Don’t ignore word limits, formatting rules, or deadlines. Many applications are dismissed before they’re even read simply because they don’t follow the rules.
- Use plain language. Avoid jargon or acronyms that outsiders may not understand. Aim for clarity and impact over clever writing.
- Be specific. Vague phrases like “we will engage the community” don’t mean anything. Say how you’ll do it, who will be involved, and what you expect to happen because of it.
- Back up your claims! If you say training volunteers increases program impact, share data or a real example. If you say there’s a gap in services, provide evidence.
- Proofread carefully. Typos and inconsistencies can make your application seem rushed or unprofessional.
- Get a second opinion. Ask someone outside your organisation to read your draft. They’ll spot things you’ve overlooked and help you gauge how clear your message is.
Writing grants can be hard.
The funding, though, will have a ripple effect throughout your organisation and on your mission, both in the short and long term. With careful planning, engaging storytelling, and attention to detail, grant writing can help secure the resources needed to strengthen and grow your mission. It’s not glamorous work, but it’s a powerful tool to turn a good idea into reality.
If you need some extra help, I’ve got a general template on the Resources page of my website.
