Is this grant opportunity worth our time? The Go/No-Go Process for Grant Writing

One of the most common and time-consuming questions grant writers face is: How do we know if this grant opportunity is worth our time?

The answer is subjective, but here’s a practical decision-making process I use. For this discussion, I’ll assume you’re a grant writer working within an organization or you may be a consultant authorized to research and prospect grants on the organization’s behalf. By “organization,” I mean any entity eligible for grants: nonprofits, local and state governments, special government units, academic institutions, school districts, places of worship, civic and community groups, and even for-profit organizations. In short, we’re not talking about grants to individuals.

Start with Past Applications & Awards

1. We’ve applied and been awarded this grant before. → Go to A
2. We’ve applied but were not awarded. → Go to B
3. We’ve never applied for this grant. → Go to C

A. We’ve applied and been awarded this grant before

• Have you met all grant obligations? If not, have you worked with the funder on an extension, scope change, or budget amendment? If you’re still closing out the first grant, follow the funder’s guidance on when you can apply again.
• Did the funding achieve its intended purpose? If not, did you explain what was achieved in your final report?
• Have you maintained open, transparent communication with the funder?
• Are you eligible to apply again, or is there a “blackout” period?

B. We’ve applied but were not awarded

• Did you request feedback from the funder?
• Have you adjusted your project or scope based on that feedback?

Getting Feedback from Funders

Feedback from funders can vary widely, so here’s what to expect:

• Some funders do not provide feedback. Often, rejection notices will state that they cannot offer feedback or schedule debrief meetings, usually due to the high volume of applicants.
• Others will offer a debrief meeting. If this option is available, take it! These conversations can provide valuable insight. However, be prepared for different approaches:
  • Informal feedback: Subjective comments, often general and not tied to scoring criteria.
  • Structured feedback: A detailed review based on your application’s score, aligned with published scoring criteria. This type of feedback helps you understand exactly what to improve.

Examples of Feedback

• Generic feedback:
  “We had limited funding, and it was a difficult decision. We value and admire the work you are doing, but other projects were better aligned with our priorities.”
• Specific feedback:
  “Your score in the measurement and budget categories was below the funding threshold. Refer to the scoring criteria in the grant manual to see what constitutes a high score in those areas.”

C. We’ve never applied for this grant

Ask these key questions:

1. Eligibility: Does your organization meet the requirements?
   • Check the funder’s website, Notice of Funding Opportunity (NOFO), or grant manual. If you are in doubt, contact the funder before investing more time.
2. Purpose & Fit:
   • Understand your project and its funding needs thoroughly. Compare it to the funder’s goals and eligible uses of funds.
   • Example: If you need salary coverage and the funder considers salaries an ineligible expense, consider applying only for non-salary expenses and seek other funding sources to cover salary costs.
3. Period of Performance:
   • Does the grant timeline align with your project schedule?
   • Funders may allow extensions, but grant reviewers expect your project to be feasible within the period of performance.
4. Funding Availability:
   • Public funders often publish award amounts; private and corporate foundations may not.
   • Review past awards (via funder websites or databases like Candid) to gauge typical grant size and competitiveness.
5. Competitiveness:
   • If available, check how many applicants were funded in previous rounds to estimate success rates.
6. Award Size:
   • Compare minimum, maximum, and average awards to your project’s budget and funding gaps.
   • Be prepared to demonstrate matching funds or other support—both cash and in-kind contributions. Include a detailed budget narrative explaining how an award of any size will be used to advance or complete your project.
7. Application Complexity:
   • Review application requirements early. Some are simple; others require detailed technical documentation.
   • If you’ve applied to similar funders before, leverage existing templates and boilerplate language.

Final Review: Quick Scoring

After assessing fit, use this checklist:

• Have you applied before and been awarded?
• Is your organization eligible?
• Do the grant’s goals match your project’s goals?
• Does the performance period align with your timeline?
• Is enough funding available to make an impact?
• Is the average award size a fit?
• Do you have the documents and capacity to apply?

If most answers are “yes,” this opportunity is likely worth pursuing. If most are “no,” invest your time in finding a better fit.