Are You Grant Ready?

Before we dive into grant writing, here’s a checklist of documents I need from all clients. If you’re missing a few, don’t worry — we can work together to create what’s missing. But it’s easier (and more cost‑effective) if you have these ready before hiring a grant writer. After all, no one knows your programs like you do! I can definitely proofread and polish them up so they shine.

Organizational Documents

  • IRS letter declaring 501(c)(3) status

  • History of the organization (purpose, year founded, year registered as nonprofit)

  • Mission Statement

  • Vision (3–5 year plan)

  • Sustainability Plan (how you’ll operate without grant funding)

Financials

  • Current year Operating Budget

  • Last three years of 990s

  • Financial Statements (Profit & Loss, Balance Sheet)

  • Updated W9

Funding Sources

  • List of all funding sources (donations, sales, fees, past/pending grants)

Governance & Leadership

  • Active Board of Directors list + credentials

  • Key Staff list (Executive Director, Program Directors, etc.) + credentials

Recognition & Testimonials

  • Awards, Accolades, Honorable Mentions

  • Client Testimonials (if available)

Reports & Community Need

  • Mission + Statement of Need (why unmet before your nonprofit existed)

  • Latest Annual Report or Impact Report

  • Demographics of populations served (animals + people: K–12, veterans, seniors, conservationists, etc.)

  • DEI Statement

Program-Specific Materials

  • Specific needs for each program needing funding

  • Program Narratives including:

    Problem/Solution

    Goals

    Measurable Outcomes

    Program Budget

    Alignment with mission

    Project timeline

    Metrics for evaluating effectiveness

Helpful Extras

  • Testimonials (additional)

  • Photos of projects/programs (before/after if available)

  • Social Media platforms + follower counts (Meta, X, LinkedIn, YouTube)

  • Number of Members and Subscribers

Contacts

Staff contacts for:

  • Financial documents

  • Communications

  • Program directors