The Grant Readiness Checklist: What It Takes to Compete—and Win—in the World of Grants

In the nonprofit world, the promise of grant funding often feels like both a lifeline and a labyrinth. For organizations with ambitious missions—addressing everything from climate change to housing insecurity—grants can mean the difference between scaling impact and standing still. Yet, the path to securing funding is rarely straightforward, and often, the barriers begin long before an application is even submitted.

What does it take to write a winning proposal? More importantly, what does it take to even be ready to apply?

As someone who has spent over a decade working at the intersection of strategy, communications, and social responsibility, I’ve seen firsthand how preparation can make or break an organization’s chances. I’ve worked with nonprofits that had transformative ideas but lacked the foundational readiness to bring those ideas to life. I’ve also worked with organizations that refined their approach and landed the funding needed to drive real change.

Grant readiness isn’t just about having a good idea or writing a polished application—it’s about building an infrastructure of clarity, credibility, and purpose. And it’s this critical first step that’s often overlooked in the race to apply.

Why Grant Readiness Is the Nonprofit World’s Best-Kept Secret

When people think about grants, they tend to focus on the application itself—the narrative, the data, the deadlines. But ask any seasoned grant writer, and they’ll tell you: the most successful proposals are built on a foundation that’s laid well in advance.

Funders aren’t just looking for compelling stories; they’re looking for organizations that can deliver results. They want to see that your programs are measurable, your finances are solid, and your team is equipped to handle the complexity of managing their investment. In short, they want to know you’re ready.

One executive director I worked with put it this way: “We used to think of grants as a sprint—write the proposal, hit submit, and wait. Now, we see it’s a marathon. The real work happens before you even step up to the starting line.”

So what does it mean to be grant-ready?

The Anatomy of Readiness: What Funders Look For

At its core, grant readiness is about showing funders that your organization is a safe bet. This involves several key elements.

A Clear and Compelling Mission

Funders need to understand not only what you do, but why it matters. Your mission statement should be more than just a tagline—it should encapsulate the heart of your work and its relevance to the world.

For example, one environmental nonprofit I worked with initially struggled to articulate their impact. They talked about planting trees, but funders didn’t connect with the broader significance. By reframing their mission around climate resilience, urban equity, and community health, they transformed their message—and their grant outcomes.

Proven Impact, Backed by Data

Impact metrics are the currency of trust in the nonprofit world. Funders want to see not only that you’ve achieved results, but that you have systems in place to measure and sustain them.

Consider a youth mentoring program. Instead of saying, “We served 200 students,” a stronger statement might be: “85% of students in our program improved their academic performance within one year.”

But what if your organization is new or your metrics aren’t where they need to be? This is where preparation comes in. Taking time to refine your data collection processes—or even starting with qualitative impact stories—can strengthen your case.

Operational and Financial Stability

It’s hard to secure funding when your organization’s foundation feels shaky. Funders will often ask for financial statements, annual reports, and audits. They’ll look for signs that you can manage their grant responsibly, from tracking expenditures to reporting outcomes.

This doesn’t mean your organization has to be perfect. But it does mean addressing red flags—like outdated bylaws, inconsistent financial reporting, or a lack of strategic planning—before you apply.

Relationships with Funders

One of the best-kept secrets of grant success? Relationships. Funders are more likely to invest in organizations they know and trust. This might mean attending informational webinars, sending a thoughtful email to a program officer, or simply following a foundation’s work on social media. Building these connections doesn’t guarantee funding, but it can give you insights that make your proposal stronger.

The High Cost of Skipping Readiness

So what happens when organizations skip these steps?

One nonprofit leader I spoke with shared their experience applying for a major foundation grant. They poured weeks into writing the proposal, only to be rejected without feedback. When they finally connected with the funder, they learned that their financial documentation had raised concerns—concerns that could have been addressed in advance.

“Looking back, we weren’t ready,” they admitted. “We had the passion, but we didn’t have the systems.”

This story isn’t unique. Across the sector, nonprofits miss out on opportunities not because they lack potential, but because they underestimate the importance of preparation.

Where Do You Start?

Grant readiness can feel overwhelming, especially for organizations with limited resources. But the process doesn’t have to be daunting—it’s about taking small, strategic steps to strengthen your foundation.

Conduct an Internal Assessment: Evaluate your mission, programs, and finances to identify gaps.

Invest in Impact Measurement: Start tracking the outcomes that matter most to your funders.

Engage Your Team: Build a culture of readiness by involving staff, board members, and stakeholders.

Reach Out for Support: Whether it’s connecting with a peer organization or consulting an expert, don’t hesitate to seek guidance.

A Final Thought

The nonprofit sector is built on hope, resilience, and the belief that change is possible. But securing funding requires more than belief—it requires preparation. By taking the time to get grant-ready, you’re not just increasing your chances of success; you’re building a stronger, more sustainable organization.

And remember: you don’t have to do it alone. The right partners, tools, and resources can make all the difference.

References

Gottlieb, A., & Levenson, M. (2015). The Nonprofit Strategy Revolution: Real-Time Strategic Planning in an Era of Uncertainty. John Wiley & Sons.

Janssen, M. (2017). The State of Nonprofit Grant Funding: Trends, Challenges, and Strategies. Stanford Social Innovation Review.

Shapiro, J., & Jaffe, D. (2019). Building Capacity: How to Strengthen Nonprofits and Improve Grant Proposals. Jossey-Bass.

Hodgson, K. (2021). Grant Writing for Nonprofits: Strategies for Success. Sage Publications.

Fundraising Academy. (2020). Grant Readiness: A Key to Nonprofit Success. Fundraising Academy.

Larry Blake Harvey is the founder and principal consultant at Harvey & Smith, a firm specializing in nonprofit strategy, grant writing, and capacity building. With over a decade of experience working at the intersection of communications, strategy, and social responsibility, Larry Blake Harvey focuses on helping mission-driven organizations secure transformative funding and build sustainable operations to create lasting social impact.