Common Grant Writing Mistakes

Writing a successful grant application is part strategy, part narrative, and part accuracy. While obvious mistakes lead to technical rejection, subtle errors in clarity, alignment, and fit are often an applicant’s downfall. Here are six common traps to avoid, in no particular order.

1️⃣ Starting too late

Some people work better with a looming deadline — I get that. But writing a grant shouldn’t be left to the 11th hour. It takes time to gather the right material, evidence, partnership support (when needed), and to check everything with a fine-tooth comb to make sure you’ve followed the instructions accurately.

Leaving this all to a mad dash at the deadline is stressful! It also increases your chance of overlooking a step. You don’t want to put in all that energy and undergo all that pressure just to realize you need a document that you can’t obtain in time. Or to encounter an unexpected tech glitch that means you’ll be missing the midnight deadline.

Give yourself more time than you expect. Review the guidelines early and map out a schedule so you have time for both drafting and review. You’ll thank yourself, and your team will thank you too.

2️⃣ Overcomplicating the narrative

It’s tempting to share every detail of your project, but reviewers don’t need an exhaustive history of your organization or complex indicator formulas (unless that’s expected, of course!). Keep each section focused and relevant.

Overcomplication can be visual too. Text justified edge-to-edge without white space looks like an overwhelming wall of text. Break up sections with clear headings and short paragraphs so reviewers can digest the material. Figures and tables are helpful, but keep them legible — tiny 8-point font on a compressed graphic will do more harm than good.

Another feature to consider is the hyperlink — avoid scattering URLs throughout your text. Application packages should be standalone documents (that is, everything the reviewer needs is right there and accessible if they print the material out). Reviewers are often instructed not to follow hyperlinks for both safety and to ensure a fair review process. I’ve heard more often to keep hyperlinks out of applications altogether (aside from the references section).

3️⃣ Winging it

Reusing material from another application can be a smart move, but it’s highly unlikely that you can just copy and paste the material. Read the funder instructions closely and map your narrative to match the guidelines and each section/question. If you’re recycling content, tailor it to match the funder’s language and tone. This can take time — it’s not as simple as “find and replace all.”

4️⃣ Neglecting the budget

Your budget demonstrates project feasibility, so take time to develop one that is sensible and transparent. Make sure that all budget items match the proposal. If you mention hiring a project manager without listing their salary, that’s going to be a red flag. If you’ll be travelling to visit community partners, reflect eligible accommodation, per diem, hospitality, and honoraria costs. Check the funder’s policies on allowable overhead and/or indirect costs.

Keep an eye on whether you might be under- or over-asking. Don’t expect to coordinate and host a 3-day conference with just two part-time staff members; don’t fly business class to four international workshops in one year. Aim for a balanced budget where every line item links to your project activities and can be easily justified; nothing should be a surprise.

5️⃣ Misunderstanding the grant program

Some people apply for anything and everything. But with award rates often lower than 40%, you’ll end up putting in a lot of work for little reward.

Try to be selective when you apply for funding. Focus your energy where funder priorities closely align with your project. If you apply to a funder that prioritizes community well-being with a project that focuses on animal welfare, that’s an unlikely match. Consider the funder’s strategic plans and see what projects have been funded in the past.

When you find the right fit, reflect the funder’s priorities across your application. In reality, you’re requesting a partnership — funders aren’t just handing out money; they’re investing in outcomes. Your job is to demonstrate that your project will successfully advance their institutional mission. So choose wisely and connect with the funder to build relationship.

6️⃣ Failing to justify the need

The value of evidence and data is too often underappreciated. Prove your project is necessary using preliminary data, public datasets, or needs assessments. Clearly define the specific gap that your project fills. 

Justification can also be demonstrated through potential impact. Think about the communities that would benefit from your work. Who would be excited to hear about your project? What transformation might this project bring about? Funders want to know how their investment will lead to real change. Even if it’s not an explicit request, I typically advise applicants to include a paragraph outlining your intended impact.

Securing grant funding rarely comes down to luck; it’s based on deliberate planning, communication, and alignment. Avoiding these six mistakes will protect your energy, strengthen your credibility, and significantly improve your odds of success. Now get out there, stay focused, and win some grants!

Thanks for reading! Let me know what resonated or what you’d like to learn more about by leaving a comment or emailing me directly. If you’d like hands-on support with grant writing, prospect research, or editing, let’s connect!