When you start working with an outside grant writer, you’ll be regularly asked to review and sign off on grant proposals prior to submission. As a busy nonprofit leader, it can be difficult to know how to make the most efficient use of your review time, especially when you’re asked to look over several grants each month.
Every contract grant writer has their own unique process. Here at Page Consulting, we work closely with clients to gather as much information as possible upfront—including data, budgets, and program descriptions—to streamline the proposal process. However, information frequently changes: data must be updated, budgets revised, and projects and programs may be developed or adjusted during the year, resulting in new narrative content.
Regardless of whether a grant proposal contains new content or is a familiar pitch, it’s important that as a leader in your organization, you remain engaged in the process. As much as your grant writer can do solo, there often remains critical information that only you (or someone on your staff) can provide. Here are a few key areas to focus your limited time on when reviewing a grant draft before submission:
- The Budget
Always review the budget carefully. Make sure expenses are accurate and reasonable for your organization. Many clients skip (and sometimes avoid!) this step because numbers can feel intimidating. We get it. But even if you review nothing else, review the budget. It’s essential that the figures make sense and align with your organization’s financial reality. Plus, it’s the primary factor in determining compliance when it comes time to report on a successful grant.
- Data and Statistics
Ensure that all data presented is current and correct. We know this can be challenging, as fiscal years move quickly and updating data becomes time-consuming, but outdated information can weaken your application. Confirm that numbers, years, and program metrics reflect the most recent period.
If your organization doesn’t yet have a strong data-tracking system, use this opportunity to start capturing simple, critical data points that can be built on over time. You don’t need a fancy system to begin sharing basic, up-to-date information.
- Goals and Outcomes
Check that your outcomes are realistic and measurable. They should reflect what your organization can actually track and report on in the next year. Avoid overpromising; funders prefer achievable, credible results (that you know you can actually report on) to overly ambitious targets that may go unmet.
- Organizational Insights
If you have extra time, share the insights only you can provide. Anecdotes, examples, or updates that bring your programs to life are incredibly valuable. These details strengthen the narrative far more than reworking your organization’s boilerplate language or adding rhetorical flourishes.
- Grammar and Formatting
Don’t get hung up on minor grammatical issues or wordsmithing. That’s your grant writer’s job – and a good grant writer will always do a final review to catch these mistakes before submission. 😉 What matters most is a well-designed program or project, clarity in how it’s communicated, and strong alignment with the funder’s priorities. Trust that your writer’s team and proofreading tools will handle any necessary fine-tuning.
By focusing your attention on these key areas, you can maximize your limited review time and ensure your organization submits strong, fundable proposals without getting bogged down in the details.