Top 10 Grant Writing Mistakes

Grant Writing can feel like a make-or-break task for nonprofits, with your organization’s mission often hinging on the success of each application. The stakes are high, and it’s easy to make mistakes that can impact your chances of securing funding. If you’ve ever wondered why some proposals succeed while others fall flat, you’re in the right place.

With over five years of experience in grant writing and millions of dollars in funding secured, I’ve witnessed and made my share of mistakes. Learning from these missteps have been invaluable, and I’m here to help you avoid them, too. Below, I’ll walk you through the top 10 most common grant writing mistakes and how you can steer clear of them in your next application.

#10. Not Following Up After Submission

“It’s out of my hands now… or is it?”

It’s tempting to move on to the next grant once you hit “submit”, but follow-up can be a game-changer. Funders appreciate updates if you’ve won, and if not, feedback is invaluable. Skipping this step means missing out on valuable insights and relationship-building opportunities with funders.

How to Avoid It: Always follow up. If rejected, ask what could be improved. If awarded, keep funders updated on your progress. Following up shows that you value the partnerships beyond the transaction.

#9. Submitting Last-Minute or Rushed Applications

“Deadline’s today? Wait—deadline’s TODAY?!”

Sometimes, the grant application deadline sneaks up on us. But rushed applications often lack polish, overlook details, and risk appearing unprofessional. Funders can tell when an application is submitted last minute, and it reflects poorly on the organization’s readiness and commitment.

How to Avoid It: Start early and allocate time to editing and feedback. Create a grant calendar to manage deadlines and give yourself a buffer. A well-prepared proposal is a sign of professionalism and commitment.

#8. Ignoring the Importance of Storytelling

“Here are the facts, just the facts… and zzz.”

When we focus only on facts and figures, we miss the opportunity to connect with funders on an emotional level. A proposal without storytelling can feel dry and impersonal. Storytelling brings your mission to life, showing funders the real people impacted by your work.

How to Avoid It: Balance data with personal stories or case studies. Let funders see and feel the impact. A well-told story can turn an average proposal into a memorable one.

#7. Using Data Without Context

“70% of people benefit from our program. Impressive, right?”

Including data is great, but numbers alone don’t tell a complete story. Funders need context to understand why these statistics are significant and how they relate to the issue you’re addressing. Without context, data can feel disconnected and leave funders unsure of the impact.

How to Avoid It: Provide context for every data point. Explain why each number matters and how it reflects your program’s success. Data + context = a compelling case for support.

#6. Weak or Nonexistent Impact Measurement Plans

“We’ll measure success… somehow, eventually…”

Impact measurement is key for funders—they want proof their money will make a difference. Early on, I assumed funders would just trust we’d track outcomes. Not the case. Without a clear measurement plan, funders may feel that your program lacks accountability.

How to Avoid It: Define clear metrics for success. Share how and when you’ll measure these outcomes. A strong measurement plan builds funder confidence and strengthens your proposal.

#5. Inconsistent or Unrealistic Budgeting

“Just round up a little… they’ll understand, right?”

Budgeting errors—whether due to rounding up or leaving out details— can undermine your credibility. Funders want to see that every dollar they provide is allocated thoughtfully. Unrealistic or inconsistent budgets signal financial irresponsibility, raising red flags.

How to Avoid It: Develop a detailed and realistic budget. Include explanations for each line item, showing funders where their support goes. Accurate budgets demonstrate responsibility and increase trust.

#4. Submitting Cookie-Cutter Proposals

“I’ll just change the name and submit…”

Using the same proposal across different funders is tempting, but risky. Each funder has specific priorities, and a one-size-fits-all approach won’t resonate. Funders can spot generic proposals, and they want to know you’ve taken the time to understand their unique mission.

How to Avoid It: Research each funder and customize your proposal to match their goals. It’s worth the effort to demonstrate that you’re aligned with their values.

#2. Lack of Clarity in Program Goals

“Our program… well, it does a lot of things, kind of.”

Vague program goals can sink an otherwise strong proposal. Funders want to know exactly what you can accomplish and how it aligns with their mission. If they can’t understand your goals, they’re unlikely to fund them.

How to Avoid It: Be specific. Define your goals in a way that’s easy to understand and aligns with the funder’s priorities. Clarity inspires confidence.

#1. Failing to Follow Application Guidelines

“Details, shmetails…”

This one tops the list because it’s both the most common and the easiest to prevent. Ignoring formatting, word limits, or required documents can disqualify even the strongest proposal. Failing to follow guidelines is a red flag to funders, signaling a lack of attention to detail.

How to Avoid It: Take guidelines seriously. Review them multiple times and ensure every requirement is met before submitting. Following the rules is a simple way to demonstrate professionalism and respect for the funder’s process.

Need Help Avoiding These Common Mistakes?

Grant Writing doesn’t have to feel like an uphill battle. At UrbanSceneries Consulting, we specialize in helping nonprofits develop strong, strategic proposals that stand out. From setting up grant calendars to creating customized, detail-oriented applications, we guide organizations every step of the way. Our team’s experience and expertise mean you don’t have to worry about these common pitfalls—focus on your mission while we handle the grant writing.

Reading to secure more funding for your nonprofit? Let’s talk about how we can support your funding goals. Contact us for a consultation and discover how we can help you win the grants you need to make a bigger impact.