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At a glance
What it is
Guide to nonprofit and foundation grant writing including prospect research, letters of inquiry, full proposals, budgets, reporting, and funder relationship building.
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SKILL.md
394 lines · 2,560 words
Use this skill when:
The user needs to write grant proposals for private foundations, community foundations, or corporate giving programs
The user wants help with prospect research, letters of inquiry, proposal budgets, or grant reporting
The user needs guidance on funder relationship building or grant compliance requirements
Guide to nonprofit and foundation grant writing including prospect research, letters of inquiry, full proposals, budgets, reporting, and funder relationship building.
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Step 1
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“Create a bot that uses the Nonprofit Grant Writer skill, and show me the plan first.”
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What it teaches a bot, what it covers, and the whole file to read.
What it covers
When to Use
Process
Questions to Ask First
Prospect Research
Letter of Inquiry (LOI)
Full Proposal Structure
Writing Tips for Stronger Proposals
Reporting Requirements
Building Funder Relationships
Grant Calendar Management
Progression Path
Resources
Output Format
Example
Edge Cases
The user is preparing a full grant application and needs structural and narrative guidance
Do NOT use this skill when:
The user needs broader fundraising strategy beyond grants (use fundraising-strategist instead)
The user is starting a nonprofit and needs formation guidance (use nonprofit-starter instead)
The user is raising capital for a for-profit venture (use startup-advisor or pitch-deck-builder instead)
Gather requirements. Ask the user clarifying questions about their specific context, goals, constraints, and experience level.
Analyze the situation. Review the information provided and identify key factors, challenges, and opportunities relevant to nonprofit grant writer.
Develop the framework. Create a structured approach tailored to the user's needs, incorporating best practices and domain-specific considerations.
Deliver actionable output. Present specific, implementable recommendations with clear rationale, timelines, and success criteria.
Address edge cases. Proactively identify potential issues, alternative approaches, and contingency plans.
Use this skill when:
User needs guidance on nonprofit grant writer
User asks about nonprofit grant writer best practices or techniques
User wants a structured approach to nonprofit grant writer
Do NOT use this skill when:
A more specialized skill exists for the specific subtopic
The request is outside the scope of nonprofit grant writer
This guide focuses on private foundation, community foundation, and corporate giving grants for nonprofit organizations. For government and academic research grants, see the Grant Proposal Writer skill.
Before beginning a grant-seeking effort:
What is your organization's mission and current programs?
What specific project or program needs funding?
What is the total project budget and how much do you need from grants?
Does your organization have 501(c)(3) status (or a fiscal sponsor)?
What is your track record of grant management? Have you received grants before?
Do you have the infrastructure to track and report on grant-funded activities?
What is your timeline for needing funds?
Who will manage the grant if awarded? (Program staff, finance staff)
Do you have audited financial statements or a recent financial review?
What data do you have demonstrating the need your project addresses?
Foundation Directory Online (Candid/Foundation Directory)
Most comprehensive database of US foundations and grants
Search by subject area, geography, grant size, type of support
Foundation profiles include past grants, trustees, application guidelines
Subscription required ($40-200/month), often available free at public libraries
Other Research Tools
Candid (candid.org): Merged Foundation Center and GuideStar
GrantStation: Database of funders with deadlines and guidelines
Community foundation websites: Local funders in your region
Corporate giving programs: Company websites, CSR reports
Funder 990 tax returns: Available on GuideStar, show past grantees and amounts
Define exactly what you need funding for (not just "general operations")
Search databases using keywords matching your work
Review funder guidelines thoroughly - does your project fit?
Check geographic restrictions - many funders are location-specific
Review past grant recipients - are they similar to your organization?
Note typical grant amounts - do not apply for $100,000 from a funder that typically gives $5,000
Check deadlines and application cycles
Create a prospect list with: Funder name, contact, deadline, amount range, fit score (A/B/C)
Ask these questions before investing time in an application:
Does our mission align with their funding priorities?
Do they fund in our geographic area?
Do they fund organizations of our size and age?
Is our request within their typical grant range?
Have they funded similar projects before?
Are we eligible? (Some require invitation only, or 3+ years of operation)
If 4+ answers are "yes," it is worth pursuing.
A 1-3 page letter introducing your organization and proposed project to a funder. Many foundations require an LOI before inviting a full proposal. Think of it as a cover letter that gets you in the door.
Paragraph 1: Introduction
Organization name, mission, and brief history
Why you are writing (specific funding priority or program)
Requested amount and project name
Paragraph 2: Need Statement
The problem you address with data/evidence
Who is affected and how
Why this problem matters now
Paragraph 3: Project Description
What you propose to do
Key activities and timeline
Who will be served (numbers and demographics)
Expected outcomes
Paragraph 4: Organizational Capacity
Why your organization is positioned to do this work
Relevant experience and track record
Key staff qualifications
Paragraph 5: Budget Summary
Total project cost
Amount requested from this funder
Other funding sources (secured and pending)
Closing
Thank the funder for their consideration
Offer to provide additional information
Contact information for follow-up
Follow the funder's format requirements exactly
Be concise - every sentence should earn its place
Lead with the community need, not your organization's needs
Use a warm but professional tone
Have someone outside your organization read it for clarity
Submit before the deadline (ideally 1+ week early)
Addressed to specific person (call to confirm correct contact)
Brief introduction of organization and request
Amount requested and project name
Connection to funder's priorities
Signed by Executive Director or Board Chair
Standalone summary of entire proposal
Problem, solution, expected outcomes, budget request
Write this last, even though it appears first
Define the problem with evidence (statistics, research, local data)
Connect the problem to real people and communities
Cite credible sources (Census data, peer-reviewed research, government reports)
Explain what happens if the problem is not addressed
Avoid circular logic ("We need a shelter because we lack a shelter")
Show you understand root causes, not just symptoms
Strong need statement elements:
Local data specific to your community
National context for comparison
Quotes or stories from people affected (with permission)
Trend data showing the problem is growing
Gaps in current services that your project fills
Goals: Broad statements of intended impact
"Reduce youth homelessness in Springfield by providing transitional housing and support services."
Objectives: Specific, measurable, achievable, relevant, time-bound (SMART)
"By December 2027, provide transitional housing to 40 homeless youth ages 18-24."
"Within 12 months, 75% of program participants will obtain stable employment."
"Reduce emergency room visits among participants by 50% compared to baseline."
Describe activities in detail: What will happen, who will do it, when, where
Implementation timeline with milestones
Staffing plan (existing staff, new hires, consultants)
Partnerships and collaborations
How this project builds on your existing work
Sustainability plan: How will this continue after the grant ends?
Process evaluation: Are activities being implemented as planned?
Outcome evaluation: Are participants experiencing the intended changes?
Data collection methods: Surveys, interviews, pre/post tests, attendance records, case management data
Frequency: When will data be collected and analyzed?
External evaluator: Required by some funders for large grants
Reporting plan: How results will be shared with funder and stakeholders
| Category | Grant Request | Other Funding | Total |
|---|---|---|---|
| Personnel | |||
| Fringe benefits | |||
| Travel | |||
| Equipment | |||
| Supplies | |||
| Contractual | |||
| Other direct costs | |||
| Indirect costs | |||
| Total |
Explain and justify each line item:
Personnel: "Project Coordinator (1.0 FTE, $45,000 salary): Manages daily program operations, supervises 3 case managers, responsible for data collection and reporting."
Travel: "Local travel for 3 case managers, estimated 200 miles/month x 12 months x $0.67/mile = $4,824. Home visits and service coordination for 40 program participants."
Round to whole dollars
Ensure math adds up perfectly
Show other funding sources (demonstrates sustainability)
Include in-kind contributions (volunteer time, donated space)
Indirect costs: Check funder's policy (some cap at 10-15%, some disallow)
Request reasonable amounts - underfunding a project sets it up for failure
History and founding story
Current programs and services
Annual budget size
Number of staff and volunteers
People served annually
Key accomplishments and impact data
Awards, accreditations, or recognition
IRS determination letter (501(c)(3))
Board of Directors list with affiliations
Current fiscal year budget (organizational)
Most recent audited financial statements or Form 990
Annual report
Key staff resumes
Letters of support from partners or community members
Logic model or theory of change diagram
Write in active voice ("We will provide" not "Services will be provided")
Use concrete numbers ("serve 200 children" not "serve many children")
Tell a story while backing it with data
Match your language to the funder's priorities and terminology
Follow formatting instructions exactly (margins, font, page limits)
Have multiple people review before submission
Submit at least 3 days before deadline
Assume the reviewer knows your organization
Use jargon or acronyms without defining them
Submit a generic proposal - customize for each funder
Exaggerate impact or make promises you cannot keep
Ignore evaluation - funders want to know if their money made a difference
Exceed page limits or word counts
Submit late - late submissions are almost never reviewed
Most grants require interim and/or final reports. Standard elements include:
Narrative Report
Progress toward stated goals and objectives
Activities completed during reporting period
Success stories and participant outcomes
Challenges encountered and how you addressed them
Lessons learned
Plans for next period (if ongoing)
Financial Report
Actual expenditures compared to approved budget
Explanation of significant variances (usually 10%+ from budget line)
Remaining balance and projected spending
Supporting documentation (receipts, payroll records) if required
Set up tracking systems before the project starts, not when the report is due
Collect data continuously, not retroactively
Be honest about challenges - funders appreciate transparency
Connect spending to outcomes (show return on investment)
Submit reports on time - late reports jeopardize future funding
Attend funder information sessions or webinars
Read funder's annual report and recent grant lists
If allowed, call program officer to discuss fit before applying
Connect through conferences or networking events
Submit reports on time and with quality
Communicate proactively about significant changes
Invite program officers to visit your programs
Acknowledge funding publicly (with permission)
Share good news stories
Thank the funder genuinely and promptly
Share final impact results
Stay in touch even when not actively funded
Provide updates on the project's continued impact
Apply again when appropriate
Funders fund organizations they trust
Many grants go to organizations with existing relationships
Program officers are people who want to make a difference - treat them as partners
A "no" this year can become a "yes" next year with relationship building
For each prospect, track:
Funder name and program
LOI deadline
Full proposal deadline
Decision timeline
Report due dates
Renewal deadline
Key contact name
Status (researching / LOI submitted / invited / submitted / awarded / declined)
Maintain a pipeline of 15-20 prospects at various stages
Expect a 20-30% success rate for well-matched applications
Diversify across funder types (family foundations, community foundations, corporate giving)
Never rely on a single funder for more than 30% of budget
Plan 6-12 months ahead - grants have long lead times
Phase 1: Learn prospect research, write your first LOI
Phase 2: Submit first full proposal, learn from feedback (win or lose)
Phase 3: Build a grant calendar, manage 5-10 applications per year
Phase 4: Successfully manage multi-year grants, master reporting
Phase 5: Develop funder relationships, secure renewals, mentor others
Phase 6: Strategic grants management - align grants with organizational strategy, diversify funding
Grant Professionals Association (grantprofessionals.org): Training, certification (GPC)
Candid Learning (learning.candid.org): Free grant writing courses
GrantSpace by Candid: Templates, tools, and guides
Books: "The Only Grant-Writing Book You'll Ever Need" by Ellen Karsh
Books: "Winning Grants Step by Step" by Mim Carlson
Local nonprofit support centers: Many offer grant writing workshops
Foundation Center libraries: Free access to Foundation Directory and resources
Deliver the response as a structured document with clear headings and actionable content. Use tables for comparisons, numbered lists for sequential steps, and bullet points for options. Include specific examples where applicable.
[Nonprofit Grant Writer deliverable]
1. Context and objectives
2. Analysis or framework
3. Specific recommendations with rationale
4. Action items with timelineInput: "Help me with nonprofit grant writer for a mid-size project."
Output: A complete nonprofit grant writer framework tailored to the specific context, with actionable steps, relevant considerations, and measurable outcomes.
Incomplete information: Ask clarifying questions before proceeding rather than making assumptions
Conflicting requirements: Identify trade-offs explicitly and present options with pros and cons
Scale mismatch: Adapt recommendations to match the user's context (individual vs. team vs. organization)
Domain crossover: When the request overlaps with other skill domains, address what falls within scope and reference specialized skills for the rest
SKILL.md
394 lines · 2,560 words
The text of SKILL.md is shown as it downloads, under the Apache-2.0 license, by Ferrox Labs. The license is the one in the file's own frontmatter.
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