7 Grant Writing Mistakes That Are Costing You Funding (And How to Fix Them)
You've spent hours researching foundations, crafting your proposal, and gathering supporting documents. You submit with confidence... and receive a rejection letter. What went wrong?
Grant reviewers read hundreds of proposals. They're trained to spot common mistakes instantly — mistakes that can disqualify your application before they even finish reading page one. Let's fix that.
The Hard Truth
The average foundation grant success rate is 5-15%. But that's misleading — many rejections come from easily avoidable mistakes, not competitive applications. Fix these 7 errors, and your success rate can jump to 20-30%.
Mistake #1: Generic, Copy-Paste Proposals
❌ What It Looks Like:
"Dear Foundation, we are writing to request funding for our important work serving underserved communities..."
Grant reviewers can tell when you've sent the same proposal to 20 foundations with only the name changed. It screams: "We didn't bother to learn about your foundation's priorities."
✅ How to Fix It:
- Research each foundation's past grants. Mention specific organizations they've funded and how your work aligns.
- Use their language. If they prioritize "community-driven solutions," use that exact phrase in your proposal.
- Reference their stated priorities. Show you've read their mission statement and understand their values.
→ Expirely's Research Center shows you the last 10 grants each foundation funded, making it easy to personalize your approach.
Mistake #2: Burying the Lead
❌ What It Looks Like:
"Founded in 1987, our organization has a long history of serving the community. Our founder, Jane Smith, believed that everyone deserves access to quality services. Over the years, we've grown from a small volunteer group to..."
(Reviewer is asleep by now)
Grant reviewers want to know three things immediately: What problem are you solving? Who benefits? What's the impact? If they have to dig through paragraphs of history to find that, you've lost them.
✅ How to Fix It:
Start with a compelling opening that hooks the reader:
"Every night, 150 children in our county go to bed hungry. Our emergency food pantry provides weekend meal packs to ensure these kids have the nutrition they need to succeed in school and beyond."
→ Expirely's AI Writing Assistant can analyze your opening paragraph and suggest more impactful hooks.
Mistake #3: Vague Outcomes and Weak Data
❌ What It Looks Like:
"This program will help youth develop important life skills and prepare them for success."
(What skills? How many youth? What does "success" mean?)
Foundations invest in measurable impact, not good intentions. If you can't quantify your outcomes, they assume you can't deliver results.
✅ How to Fix It:
Be specific with numbers, percentages, and concrete outcomes:
"In the next 12 months, our program will:
- Serve 200 at-risk youth ages 14-18
- Increase high school graduation rates by 15% (based on our 3-year track record)
- Connect 80% of participants with job training or college readiness programs
- Reduce juvenile justice involvement by 25% among participants"
→ Expirely's template library includes pre-written evaluation plan sections with specific, measurable outcomes.
Mistake #4: Unrealistic or Missing Budgets
❌ What It Looks Like:
- Requesting $50,000 from a foundation that gives $5,000-$10,000 grants
- Budget missing indirect costs, evaluation, or sustainability planning
- Numbers that don't add up or contradict the narrative
- No budget narrative explaining why each line item is necessary
✅ How to Fix It:
- Research typical grant ranges. Ask for amounts within their historical giving pattern.
- Include realistic indirect costs. Foundations understand programs need administrative support.
- Write a budget narrative. Explain and justify each major expense.
- Show other funding sources. Demonstrate you're not relying on one grant.
→ Expirely's Research Center shows exact grant amounts from the last 10 awards, so you know what to request.
Mistake #5: Ignoring the Foundation's Application Instructions
❌ What It Looks Like:
- Submitting a 15-page proposal when they asked for 5 pages
- Missing required attachments (IRS determination letter, board list, financials)
- Sending a full proposal when they only want a Letter of Inquiry (LOI) first
- Using the wrong font, margins, or formatting
This is the fastest way to get rejected. If you can't follow basic instructions, reviewers assume you won't follow grant reporting requirements either.
✅ How to Fix It:
- Create a checklist for each foundation's requirements
- Read the guidelines twice before you start writing
- Use their application template if provided
- Double-check attachments before hitting submit
→ Expirely's Kanban workflow lets you create custom checklists for each grant application, ensuring nothing gets missed.
Mistake #6: Writing in Jargon Instead of Stories
❌ What It Looks Like:
"Our evidence-based, trauma-informed intervention leverages community assets to build resilience and foster holistic capacity-building outcomes aligned with best practices in the field..."
(What does this actually mean?)
Nonprofit jargon makes you sound detached from the people you serve. Foundation reviewers want to understand your work, not decipher buzzwords.
✅ How to Fix It:
Balance data with human stories:
"Maria came to our program after experiencing homelessness and domestic violence. Through one-on-one counseling, job training, and legal advocacy, she secured stable housing and full-time employment. Today, she mentors other women facing similar challenges. Maria is one of 47 women we've helped rebuild their lives this year."
→ Expirely's AI Tone Adjustment feature can rewrite jargon-heavy text into clear, compelling language.
Mistake #7: No Sustainability Plan
❌ What It Looks Like:
"If we don't receive this grant, the program will end."
(Red flag: You're not financially stable)
Foundations don't want to be your only funding source. They want to invest in programs that will continue beyond their grant period.
✅ How to Fix It:
Show how the program will continue:
- Diversified funding: "We're pursuing grants from 5 other foundations and launching a monthly donor program."
- Earned revenue: "Fee-for-service contracts with school districts will cover 40% of program costs by Year 2."
- Community support: "Our annual fundraising gala raised $35,000 last year."
- Partnership contributions: "Our hospital partner provides in-kind staff time valued at $20,000/year."
→ Expirely's templates include sustainability plan sections with proven language that funders trust.
Quick Reference: Before You Submit Checklist
✅ Final Review Checklist
How Expirely Helps You Avoid These Mistakes
Built-In Grant Writing Support
AI Writing Assistant
Generate compelling proposals, adjust tone to match foundation preferences, and eliminate jargon automatically.
Research Center
See exactly which organizations foundations funded and for how much — perfect for personalization and budget planning.
Template Library
25+ pre-written sections for needs statements, evaluation plans, budgets, and sustainability — all proven to win grants.
Content Snippets
Save your mission statement, program descriptions, and impact stories for one-click insertion into multiple proposals.
Application Checklists
Custom checklists for each grant ensure you never miss required attachments or formatting requirements.
Deadline Tracking
SMS alerts ensure you submit on time, giving you space to write quality proposals instead of rushing at the last minute.
Write better grants, win more funding
The Bottom Line
Most grant rejections aren't about lack of merit — they're about avoidable mistakes. Fix these 7 errors, and you'll immediately stand out from 80% of other applicants.
Great grant writing isn't magic. It's following best practices, researching foundations thoroughly, and writing with clarity and purpose.
Related Resources
Writing Center →
AI-powered grant writing tools and templates
Research Center →
See past grant recipients to personalize your proposals
Nonprofit Grants Guide →
Complete guide to finding and winning nonprofit grants
How to Find Foundation Grants →
Step-by-step guide to discovering grant opportunities
Software for Small Nonprofits →
Affordable grant management under $100/month
View Pricing →
Affordable plans starting at $49/month
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