Tips and Tricks for Successful Grant Writing

By Stephanie Graf, CCE Jefferson County

Grant writing can feel like navigating a winding road—full of sharp curves, unexpected bumps, and the occasional detour. But with the right mindset, strategies, and attention to detail, the process can become an opportunity for growth, collaboration, and impact. After more than twenty years of writing and winning grants at the local, state, and federal levels, I’ve learned that success comes down to preparation, persistence, and practice. Here are some tips and takeaways that might help you on your journey.

Think Competitively, Act Strategically

Every grant is a competition. You’re not only going up against organizations with similar missions but also experienced writers, consultants, and high volumes of applicants. What sets successful writers apart is their competitive mindset—paired with strong detail-oriented skills. Read every instruction carefully, answer every question (even if it feels repetitive), and never overlook the small details. More often than not, proposals are declined not because of the idea but because something was missed.

Know Your RFP Inside and Out

Whether it’s called a Request for Proposal (RFP), Request for Application (RFA), or Program Opportunity Notice (PON), the first step is the same: read the document thoroughly. Confirm eligibility, understand the timeline, and make notes about requirements, deadlines, and technical webinars. Create an organized folder with the RFP, attachments, forms, and your working notes so everything is accessible for you and your team.

If your organization isn’t eligible to apply, don’t stop there—explore partnerships or subcontracting roles that still allow you to contribute. Funders value collaboration, and strong partnerships can often make an application more competitive.

Break Down the Work

The grant writing process can feel overwhelming if you try to tackle it all at once. Instead:

• Divide the proposal into three parts: forms, budget, and narrative.
• Complete the forms first, especially if signatures are needed from partners or administrators.
• Draft the budget early. Budgets help shape the narrative and clarify what’s realistic. Expect to revise it—often.
• Write the narrative last in a separate document, which makes collaboration and editing easier.

Build a Strong Support System

Successful proposals are rarely written alone. Identify partners early, schedule meetings, and clarify roles. Ask colleagues from outside your program area to review drafts—they’ll spot gaps in clarity and help strengthen the narrative. Always give reviewers enough time and guidance on what to look for.

And don’t forget to clear your own schedule. Writing a competitive proposal requires deep focus. Protect time on your calendar and minimize distractions so you can dedicate your best energy to the work.

Lessons Learned from the Field

Here are ten quick tips that consistently improve proposals:

1. Use reviewers—at least 2–3 people who bring fresh eyes.
2. Set aside dedicated time—don’t try to squeeze it in around everything else.
3. Break the proposal into sections for manageability.
4. Complete forms first, budget second, narrative last.
5. Create a clear, detailed budget that aligns directly with your narrative.
6. Answer every question, every time.
7. Follow instructions to the letter—from file size to ink color.
8. Keep your language simple and clear—no jargon or “fancy” words needed.
9. Partner and collaborate whenever possible.
10. Be open to feedback—every review strengthens the final product.

Final Tips & Takeaways

Before you hit “submit,” let your proposal sit for a few days. Come back with fresh eyes, reread the RFP, check your notes, and review every section carefully. And always, always, always plan to submit at least two days before the deadline. This simple buffer can save you from last-minute technical glitches or overlooked errors.

Grant writing may be hard work, but it is also one of the most rewarding ways to bring resources, partnerships, and new opportunities to your community. With the right mix of persistence, organization, and collaboration, you’ll be ready to put your best proposal forward.

Happy grant writing!

From Celeste: Tips and Tricks for Successful Grant Writing is a part of a new course for Extension staff available in Workday Learning  https://www.myworkday.com/cornell/email-universal/inst/17816$2404/rel-task/2998$29489.HTML This course is self-directed (while we really like courses that are engaging and live, we also recognize that our staff need basic skills and information at their fingertips).

Grants and grantsmanship, CCE PDC 201 includes the following modules:

1. Finding Grants Jim Morris-Knower (Mann Library & CCE Liaison) will guide you through the most effective tools and strategies to identify grant opportunities that align with your program goals.
2. Grant Writing Basics Learn the fundamentals through resources from a National Extension Foundation webinar series. Understand how to craft compelling proposals that resonate with funders.
3. Budgets, Cash Flow, and Post-Award Management CCE Administration Finance team member Kristin Morgan walks you through essential financial planning—from building a solid budget to managing funds after your project is funded.
4. Tips & Tricks for Success Stephanie Graf, Deputy Executive Director at CCE Jefferson, shares insights from the field to help you sharpen your writing, stay organized, and increase your odds of success.