Free One-Page Checklist•Printable / Save as PDF
Grant Writing Pantry Checklist
Everything your nonprofit should have ready before you start writing grants—so proposals go faster, cleaner, and with less stress.
Tip: Click the button → choose “Save as PDF”.
Organization Basics (Required)
- Legal organization name (exact)
- EIN / Tax ID
- 501(c)(3) determination letter (PDF)
- Current board list + titles
- Key staff list + roles
- Mission statement (1 sentence)
- Program/service summary (short + long version)
Alignment (Mission Match)
- Problem statement (what issue you solve)
- Target population (who you serve)
- Service area (where you serve)
- “Why now?” urgency statement (2–3 sentences)
- Why your org is uniquely positioned (credibility)
Program Details (What You’re Funding)
- Program/project name
- Program timeline (start/end dates)
- Activities list (what you will do)
- Deliverables list (what you will produce)
- Staffing plan (who will run it)
- Partners involved (MOUs if required)
Proof + Story (Make It Real)
- 1–2 client/community stories (anonymized)
- Testimonials (quotes)
- Past results (even small wins)
- Needs assessment stats (local/community data)
Outcomes + Measurement (Metrics)
- Baseline numbers (current reality)
- Outputs (how many served / sessions delivered)
- Outcomes (what changes because of the program)
- Tracking method (how you measure results)
- Reporting timeline (monthly/quarterly/final)
Grant-Ready Budget Items
- Project budget (line-item format)
- Budget narrative/justification
- Staff costs (% time or hourly)
- Supplies/materials estimates
- Vendor/contractor estimates
- Indirect/admin rate (if allowed)
- Request amount (exact)
- Matching funds plan (if required)
Common Attachments Funders Request
- Most recent 990 (or explanation if new org)
- Financial statements or audit (if available)
- Organizational budget (full org)
- Project budget (this request)
- Annual report (if you have one)
- W-9 (sometimes required)
- Proof of insurance (sometimes required)
Reusable “Copy Blocks” (Save Hours)
- 50-word org summary
- 150-word org summary
- Standard program description paragraph
- Need statement paragraph
- Sustainability plan paragraph
- Equity & inclusion paragraph (optional but strong)
Final “Taste Test” Before Submit
- Every question answered (no blanks)
- Budget matches the narrative
- Outcomes are clear + measurable
- Funders’ priorities are clearly addressed
- Attachments included and correctly labeled
- A second person reviewed it
- Submitted early (not last minute)
Bonus Items (Makes You Look Like a Pro)
- Letters of support (templates ready)
- Partner letters pre-collected
- Program photos you can include
- Brand kit (logo + colors)
- 1-page impact sheet
Quick Score
Count your checkmarks:
- 0–15: Build your foundation first
- 16–30: You can apply, but it may feel stressful
- 31–45: You’re grant-ready and efficient
- 46+: You’re operating like a funding machine 🚀
Want this checklist + templates inside Expirely?
Get a simple set of reusable grant “copy blocks” and a grant-ready budget template.