Grant Proposal Narrative and Structure

Let’s talk about how to develop a compelling narrative for your grant proposal. 

Ultimately, you want to tell a story. We tend to view storytelling through the lens of character and plot, a perspective that can feel elusive when your work is more about processes and outcomes than individual stories. But think of this narrative as the story of your proposed project: it begins with the problem, unfolds through activities to address that problem, and concludes with the anticipated impact.

Start with an outline

The first thing you’ll want to do is create an outline. Review the funder’s guidelines, application questions, and evaluation criteria to shape this. Include everything, even if you think a certain component isn’t relevant to your project. You don’t want to risk missing something important.

Outlines also help to prevent info-dumping. Applicants often feel the need to pack every detail into their proposals to prove their project merits funding. However, by aligning closely with funder instructions, you’ll have more success effectively persuading them that your project is the viable, relevant, and timely solution to a pressing problem that they’re looking to support.

Think like the funder

Keep in mind, the reviewer is evaluating your proposal to make an informed decision. Research the funder’s priorities (e.g., social inclusion, education, public health) and be sure to highlight these in your proposal. This should be fairly straightforward; if it’s too challenging, reconsider whether this funder is the right fit for your project. 

Use terminology from the application instructions to strengthen the connection between your proposal and the funder’s goals. Highlight how your project fills a gap and why it would be significant for this particular funder to be involved.

Consider language and style

Let’s mix it up a little with a list of do’s and don’ts. 

• Use active voice for greater transparency and clarity. Active constructions clearly identify who is responsible for each action (e.g., “the program coordinator will interview 15 participants” vs. “participants will be interviewed”), which strengthens accountability in your proposal.
• Include data. Many proposals overlook easily accessible evidence—such as administrative data, evaluation findings, or preliminary research—that can help demonstrate the need, feasibility, or anticipated impact of your project.
• Let the facts speak for themselves. Strong partnerships, available resources, or the scale of the problem are compelling on their own; present them plainly and their significance will establish credibility.

• Avoid exaggerated language or grandiose claims. Overstating your work can erode trust; reviewers will respond better to grounded, evidence-based statements.
• Don’t rely on abstract language. Concrete details and specific examples help reviewers understand your work and approach.
• Skip the jargon. Even subject matter expert reviewers may not share your vocabulary, so use clear, straightforward wording to ensure your goals and process are easily understood.
• Eliminate filler phrases. These add length but no value (e.g., “Research shows that…” or “It is worth noting that…”). Less can be more.

Structure your narrative

The beginning: problem statement, project aims.

While the problem may be clear to you, it isn’t obvious to everyone. Combine statistical data with anecdotes, research findings, or reporting to illustrate the importance of the issue. You’ll also want to include both the goals and objectives of your project—two distinct yet linked elements. Goals are broad statements of intention or what you aspire to accomplish, while objectives are measurable outcomes of the project. 

The middle: work plan, experience.

Detail your project here. The scope of work will describe what happens, who does it, and when, showcasing the project’s feasibility. Be specific; be realistic. Provide a clear timeline—Gantt charts work well for this—and emphasize the stellar team backing you, support from key experts, and resources you’ll leverage to manage the funding and launch this impactful project that will drive real change. 

The end: outcomes, impact, evaluation.

Share what you anticipate will change or improve as a result of your project. The project outcomes must be measurable and connected to your objectives. Then reflect on what impact you think you’ll make. Are you advancing knowledge, driving innovation, informing policy or practice, or strengthening community capacity? Describe how you’ll evaluate what you did—this measures your success and generates valuable data for future grant applications and reports. 

Finally, ensure your narrative aligns with your budget. We’ll discuss this in a later post!

Thanks for reading! I’d love to know what resonated with you or any specific components you’d like to learn more about. Leave a comment, use the Contact page, or email me directly. Until next time!