{"id":35758,"date":"2025-05-05T17:14:33","date_gmt":"2025-05-05T21:14:33","guid":{"rendered":"https:\/\/test.donorperfect.com\/nonprofit-technology-blog\/?p=35758"},"modified":"2025-09-12T15:11:45","modified_gmt":"2025-09-12T19:11:45","slug":"guide-for-grant-writers","status":"publish","type":"post","link":"https:\/\/test.donorperfect.com\/nonprofit-technology-blog\/fundraising-software\/guide-for-grant-writers\/","title":{"rendered":"How to Communicate with Grantmakers: A Guide for Grant Writers"},"content":{"rendered":"\n<p>Grant funding is more competitive than ever. While nearly <a href=\"https:\/\/www.nonprofitpro.com\/article\/study-significant-gap-between-availability-of-grant-funding-nonprofits-financial-needs\/\" target=\"_blank\" rel=\"noopener nofollow\">90%<\/a> of nonprofits plan to apply for foundation or government support, few secure significant funding right away. It often takes more than two years for a nonprofit to receive its first grant, and even then, most organizations only receive a few modest awards per year.<\/p>\n<p>With so many organizations seeking limited resources, the ability to build strong, ongoing relationships with funders can set your nonprofit apart. That starts with how you communicate\u2014before, during, and after the grant process.<\/p>\n<p>In this guide, we\u2019ll explore how a thoughtful <a href=\"\/fundraising-communication\/\">communication strategy<\/a> can help you build trust, demonstrate alignment, and turn funders into long-term partners, not just one-time supporters.<\/p>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Engage grantmakers early\" id=\"section-1-toc-1\"><\/header>\n<h2 class=\"wp-block-heading\" id=\"h-engage-grantmakers-early-and-authentically\">Engage grantmakers early and authentically<\/h2>\n<h3 class=\"wp-block-heading\" id=\"h-conduct-research\">Conduct research<\/h3>\n<p>Before you ever reach out to a grantmaker, make sure you understand their mission, focus areas, and funding history. This is where your skills as a grant writer come in handy. Read their guidelines, explore their website, review their <a href=\"https:\/\/www.irs.gov\/charities-non-profits\/form-990-resources-and-tools\" target=\"_blank\" rel=\"noopener nofollow\">Form 990s<\/a>, and look at who they\u2019ve funded in the past. You want to be sure your organization is a good fit before you invest time in writing grants.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-make-an-initial-connection\">Make an initial connection<\/h3>\n<p>If the funder allows it, send a short, respectful email introducing your organization. Express alignment with their mission and ask if they\u2019d be open to a brief conversation. Many funders appreciate this proactive approach.<\/p>\n<p>Get an introduction through a mutual connection, such as a board member. A warm referral can open doors more effectively than a cold email. Or, send a friendly note to the prospective funder.<\/p>\n<p><strong>Example:<\/strong> A <a href=\"\/nonprofits\/development-director\/\">development director<\/a> might say: \u201cHi Jane, I reviewed your foundation\u2019s priorities around food insecurity and saw your recent grant to Daily Bread Food Bank. Our organization serves a similar population, and we\u2019d love the chance to introduce our new mobile pantry initiative. Would you be open to a short introductory call?\u201d<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-ask-the-right-questions\">Ask the right questions<\/h3>\n<p>Once you\u2019ve connected, use the opportunity to gather insights that will shape your proposal to align with both parties.<\/p>\n<p><strong>Good questions to ask include:<\/strong><\/p>\n<ul class=\"wp-block-list\">\n<li>What types of projects have been most successful with your organization?<\/li>\n<li>What are your current funding priorities?<\/li>\n<li>Are there any specific outcomes or metrics you value?<\/li>\n<li>What are you looking for in a partner?<\/li>\n<li>What is your reporting process?<\/li>\n<li>What is the process for seeking funding?<\/li>\n<\/ul>\n<p><em>Note: Foundations often rely on trustees or committees to approve funding. Your point of contact may not be the final decision-maker, so be sure to clarify the internal process early on.<\/em><\/p>\n<p>These questions show that you\u2019re not just asking for money\u2014you\u2019re looking to align your work with their impact goals.<\/p>\n<p class=\"has-silver-background-color has-background\"><strong>Pro tip: <\/strong>As you learn more about a grantmaker\u2019s mission and timeline, you might realize your project isn\u2019t quite the right fit\u2014or not quite ready yet. That\u2019s okay. It may feel counterintuitive, but be honest about it. Tell the funder you admire their work and want to stay in touch for future opportunities.<\/p>\n<\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Communicate clearly\" id=\"section-1-toc-2\"><\/header>\n<h2 class=\"wp-block-heading\" id=\"h-communicate-clearly-when-soliciting\">Communicate clearly when soliciting<\/h2>\n<h3 class=\"wp-block-heading\" id=\"h-ask-permission-to-solicit\">Ask permission to solicit<\/h3>\n<p>Before working on a proposal or seeking funding, ask permission to solicit based on the insight you gathered\u2014and if the timing feels right. This gesture shows respect for the funder\u2019s process and avoids unsolicited pitches unless there is an open call for proposals.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-customize-every-grant-proposal\">Customize every grant proposal<\/h3>\n<p>No two funders or requests are the same, and your proposals shouldn\u2019t be either. Tailor proposals to each funder\u2019s guidelines and priorities. Use their language, mirror their goals, and explain how your project supports their mission.<\/p>\n<p>Avoid jargon, buzzwords, or overly complex explanations. Simplicity and clarity win every time. Clear language is a hallmark of effective grant writing, especially when funders review dozens of proposals.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-be-transparent-about-goals-and-capacity\">Be transparent about goals and capacity<\/h3>\n<p><strong>Grantmakers don\u2019t expect perfection\u2014they expect honesty.<\/strong> Be realistic about what your organization can achieve with the funding. Include thoughtful goals, a detailed budget, and a reasonable timeline.<\/p>\n<p>Common pitfalls to avoid:<\/p>\n<ul class=\"wp-block-list\">\n<li>Overpromising results<\/li>\n<li>Using vague <a href=\"https:\/\/www.youtube.com\/watch?app=desktop&amp;v=lHbs2FaxS3g\" target=\"_blank\" rel=\"noopener nofollow\">goals<\/a><\/li>\n<li>Inflated budgets without context<\/li>\n<li>Unclear staffing plans<\/li>\n<\/ul>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<div class=\"sw-card sw-blog-callout\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-text-align-left\">Track your grant goals in real time with DonorPerfect\u2019s <a href=\"\/factsheets\/dashboard-analytics\/\">dashboard tools<\/a>. Set milestones, monitor outcomes, and ensure you\u2019re meeting funder expectations with <a href=\"\/whitepapers\/generic\/clean-data-checklist\/\" target=\"_blank\" rel=\"noreferrer noopener\">data you can trust<\/a>.<\/p>\n<\/div>\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:300px\">\n<figure class=\"wp-block-image aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"768\" height=\"600\" src=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dashboard-mockup-refactor-1.jpg\" alt=\"A preview of DonorPerfect's dashboard.\" class=\"wp-image-35688\" srcset=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dashboard-mockup-refactor-1.jpg 768w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dashboard-mockup-refactor-1-300x234.jpg 300w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dashboard-mockup-refactor-1-100x78.jpg 100w\" sizes=\"(max-width: 768px) 100vw, 768px\"><\/figure>\n<\/div>\n<\/div>\n<\/div>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<p>Let funders see how your project fits into your organization\u2019s broader mission and strategy. Funders are more likely to invest when they understand the long-term vision.<\/p>\n<p><strong>Example:<\/strong> Instead of only writing, <em>\u201cWe\u2019re requesting $10,000 for our youth tutoring program,\u201d expand on the request by saying, \u201cThis grant of $10,000 will expand our youth tutoring initiative, which is part of our larger 5-year education equity plan to close achievement gaps in underserved schools.\u201d<\/em><\/p>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<div class=\"sw-card sw-blog-callout\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:300px\">\n<figure class=\"wp-block-image aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"768\" height=\"530\" src=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/grant-status-report-1-768x530-1.jpg\" alt='Chart showing a mockup of the \"Grants Status Report\" in DonorPerfect' class=\"wp-image-35763\" srcset=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/grant-status-report-1-768x530-1.jpg 768w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/grant-status-report-1-768x530-1-300x207.jpg 300w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/grant-status-report-1-768x530-1-100x69.jpg 100w\" sizes=\"(max-width: 768px) 100vw, 768px\"><\/figure>\n<\/div>\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-text-align-left\">Track when grant funds are received, disbursed, and applied to your programs using DonorPerfect\u2019s <a href=\"\/fundraising-software\/grant-management\/\">grant management<\/a> module. Keep your whole team informed and ensure alignment with funder expectations.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Understand and communicate\" id=\"section-1-toc-3\"><\/header>\n<h2 class=\"wp-block-heading\" id=\"h-understand-and-communicate-about-grant-disbursement\">Understand and communicate about grant disbursement<\/h2>\n<p>Once a grant is awarded, clarify how and when funds will be disbursed. This ensures financial and programmatic alignment. Some may require a signed agreement, invoice, or proof of project initiation before the first payment is processed.<\/p>\n<p><strong>Best practices:<\/strong><\/p>\n<ul class=\"wp-block-list\">\n<li><strong>Clarify expectations early<\/strong> \u2013 Ask about timelines, required documentation, and benchmarks<\/li>\n<li><strong>Keep everything documented<\/strong> \u2013 Store communications, agreements, and deliverables in one place<\/li>\n<li><strong>Be proactive in follow-up<\/strong> \u2013 If a disbursement is delayed, follow up respectfully<\/li>\n<li><strong>Steward with every disbursement<\/strong> \u2013 <a href=\"\/factsheets\/receipting\/\">Acknowledge receipt<\/a>, share how funds are being used, and express gratitude<\/li>\n<\/ul>\n<p class=\"has-silver-background-color has-background\"><strong>Pro tip:<\/strong> Treat each installment as a moment to build trust. A photo or quick note can go a long way.<\/p>\n<p>For more on common disbursement schedules and practices, see this <a href=\"https:\/\/us.fundsforngos.org\/grant-writing\/how-are-nonprofit-grant-funds-typically-disbursed-and-is-there-a-timeline-for-receiving-the-money\/\" target=\"_blank\" rel=\"noopener nofollow\">overview of how grant funds are typically disbursed<\/a>.<\/p>\n<\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Beyond the grant\" id=\"section-1-toc-4\"><\/header>\n<h2 class=\"wp-block-heading\" id=\"h-steward-the-relationship-beyond-the-grant\">Steward the relationship beyond the grant<\/h2>\n<h3 class=\"wp-block-heading\" id=\"h-say-thank-you-early-and-often\">Say thank you early and often<\/h3>\n<p>Acknowledgment goes a long way. As soon as you\u2019re notified of a grant award, send a personalized thank-you note. When the funds arrive, thank them again. Gratitude is the foundation of <a href=\"\/video\/beyond-the-thank-you-how-to-realign-your-stewardship-plan-with-your-organizations-values\/\">stewardship<\/a>. If your nonprofit has a newsletter or blog, publicly recognizing funders (with their permission) is a nice touch.<\/p>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<div class=\"sw-card sw-blog-callout\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-text-align-left\">Make your thank-yous personal with <a href=\"\/integrations\/email-marketing\/dpvideo\/\">DP Video.<\/a><strong> <\/strong>A written note is powerful, but a personalized video message can take your stewardship to the next level. With DP Video, you can record and send heartfelt thank-you videos directly using DonorPerfect. Show funders the impact of their support in your own words\u2014no camera crew is required.<\/p>\n<\/div>\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image size-full is-resized\"><img loading=\"lazy\" decoding=\"async\" width=\"800\" height=\"736\" src=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dpvideo-emily-mockup-small.png\" alt=\"Example of DP Video being sent in email\" class=\"wp-image-32457\" style=\"width:auto;height:300px\" srcset=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dpvideo-emily-mockup-small.png 800w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dpvideo-emily-mockup-small-300x276.png 300w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dpvideo-emily-mockup-small-768x707.png 768w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/dpvideo-emily-mockup-small-100x92.png 100w\" sizes=\"(max-width: 800px) 100vw, 800px\"><\/figure>\n<\/div>\n<\/div>\n<\/div>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<h3 class=\"wp-block-heading\" id=\"h-provide-regular-updates\">Provide regular updates<\/h3>\n<p>Even if a grantmaker doesn\u2019t require mid-year or quarterly updates, consider sending a brief email update every few months. Share what you\u2019re working on, any early wins, and how the grant is being used. These updates are a critical part of a nonprofit grant communication plan and show that you value transparency. This can be a plain-text email, no need to create something fancy without being asked. Grantors know you are hard at work!<\/p>\n<p>Updates like these do more than fulfill a reporting requirement\u2014they turn your grantor into an invested partner.<\/p>\n<p>Some funders prefer formal email updates, while others like informal calls or virtual check-ins. When in doubt, ask about their preferred communication frequency and style.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-invite-participation\">Invite participation<\/h3>\n<p>When appropriate, invite grantmakers to events, virtual meetings, or site visits. Let them see their dollars in action. This kind of transparency and inclusion reinforces their decision to fund your work and builds a deeper relationship.<\/p>\n<\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Report with transparency\" id=\"section-1-toc-5\"><\/header>\n<h2 class=\"wp-block-heading\" id=\"h-report-with-transparency-and-impact\">Report with transparency and impact<\/h2>\n<p>The final report isn\u2019t just a conclusion\u2014it\u2019s a springboard for future engagement.<\/p>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<div class=\"sw-card sw-blog-callout\">\n<div class=\"wp-block-columns are-vertically-aligned-center is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-text-align-left\">Don\u2019t just report\u2014<a href=\"\/donor-engagement\/\">engage<\/a>. Use DonorPerfect to track outcomes, <a href=\"\/factsheets\/custom-report-builder\/\">build custom reports<\/a>, and segment funders by shared priorities, so your stewardship feels personal and proactive. Need to brush up on your reporting skills? Join us for Day 2 of the virtual <a href=\"\/conference\">DonorPerfect Conference<\/a> this June for free fundraising training sessions!<\/p>\n<\/div>\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:400px\">\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"579\" src=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/custom-report-builder-1024x579.png\" alt=\"A preview of the custom report builder.\" class=\"wp-image-34767\" srcset=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/custom-report-builder-1024x579.png 1024w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/custom-report-builder-300x170.png 300w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/custom-report-builder-768x434.png 768w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/custom-report-builder-100x57.png 100w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/custom-report-builder.png 1200w\" sizes=\"(max-width: 1024px) 100vw, 1024px\"><\/figure>\n<\/div>\n<\/div>\n<\/div>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<h3 class=\"wp-block-heading\" id=\"h-go-beyond-the-basics\">Go beyond the basics<\/h3>\n<p>Your final report is a chance to show impact and pave the way for future funding.<\/p>\n<p>Include <a href=\"\/nonprofit-technology-blog\/donorperfect\/track-essential-nonprofit-kpis-using-dps-fundraising-metrics-dashboard\/\">metrics<\/a>, but also:<\/p>\n<ul class=\"wp-block-list\">\n<li>Human stories that illustrate your impact<\/li>\n<li>Photos or visuals (if permitted)<\/li>\n<li>Honest reflections on what worked and what didn\u2019t (you can use shortcomings as lessons learned to grow your grant program)<\/li>\n<\/ul>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<div class=\"sw-card sw-blog-callout\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-text-align-left\">Final <a href=\"\/fundraising-software\/fundraising-report-software\/\">reports<\/a> don\u2019t have to feel final. With DonorPerfect, create progress snapshots, visual impact reports, and personalized outreach for every funder. Build stewardship into your reporting process from day one.<\/p>\n<\/div>\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:350px\">\n<figure class=\"wp-block-image aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"768\" height=\"512\" src=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/goals-with-cc.jpg\" alt=\"\" class=\"wp-image-35797\" srcset=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/goals-with-cc.jpg 768w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/goals-with-cc-300x200.jpg 300w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/goals-with-cc-100x67.jpg 100w\" sizes=\"(max-width: 768px) 100vw, 768px\"><\/figure>\n<\/div>\n<\/div>\n<\/div>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<h3 class=\"wp-block-heading\" id=\"h-own-the-challenges\">Own the challenges<\/h3>\n<p>If you run into unexpected hurdles, don\u2019t shy away from them. Grantmakers understand that change is part of the nonprofit world. What matters most is how you adapted and what you learned. This kind of honest communication builds long-term credibility.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-keep-the-door-open-for-future-partnerships\">Keep the door open for future partnerships<\/h3>\n<p>End your report with a clear thank-you and an invitation to continue the relationship. Mention future initiatives or opportunities for partnership. Leave the door open for renewed or increased support.<\/p>\n<p class=\"has-silver-background-color has-background\"><strong>Pro tip:<\/strong> <a href=\"\/fundraising-software\/fundraising-management\/\">Keep a record of all communications<\/a>\u2014emails, call notes, thank-yous, and reports. It helps ensure consistency and continuity across your team, especially during staff transitions.<\/p>\n<p>For more ideas on crafting compelling reports, check out <a href=\"https:\/\/blog.candid.org\/post\/communicating-program-impact-in-a-grant-proposal\/\" target=\"_blank\" rel=\"noopener nofollow\">Candid\u2019s guide to communicating program impact<\/a>.<\/p>\n<p>Want to take your reporting even further? Explore these <a href=\"https:\/\/goodgrants.com\/resources\/articles\/grant-reporting-best-practices-6-ways-to-leverage-data\/\" target=\"_blank\" rel=\"noopener nofollow\">grant reporting best practices<\/a> for tips on leveraging data effectively.<\/p>\n<\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Incorporate trends\" id=\"section-1-toc-6\"><\/header>\n<h2 class=\"wp-block-heading\" id=\"h-incorporate-trends-into-your-communication-strategy\">Incorporate trends into your communication strategy<\/h2>\n<p>The landscape of grantmaking is evolving, and staying up to date with current trends can make your communication efforts even more effective.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-ai-and-personalization\">AI and personalization<\/h3>\n<p>Use <a href=\"https:\/\/www.donorperfect.com\/fundraising-ai-writer-bot\/\" target=\"_blank\" rel=\"noopener nofollow\">AI tools<\/a> to streamline proposals and personalize outreach. Consider how AI can help you research funders or automate parts of your reporting.<\/p>\n<p><strong>Sample AI prompt: <\/strong>\u201cWrite a personalized follow-up email to a grantmaker who funded our food security program last year. Include a brief update on impact, express gratitude, and introduce our new initiative aligned with their giving priorities.\u201d<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-transparency-and-data-driven-storytelling\">Transparency and data-driven storytelling<\/h3>\n<p>Data should complement your <a href=\"\/storytelling\/\">storytelling<\/a>. Funders want to see measurable outcomes paired with meaningful narratives. Use <a href=\"\/factsheets\/custom-report-builder\/\">reporting tools<\/a> to uncover trends and pair metrics with human stories, like a single beneficiary\u2019s breakthrough or a community-wide outcome.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-younger-donor-engagement\">Younger donor engagement<\/h3>\n<p>Foundations run by Gen Z and Millennials often value authenticity, transparency, and real-time communication. Adapt your tone and tools accordingly. An <a href=\"\/fundraising-ai-writer-bot\/\">AI assistant<\/a> or <a href=\"\/whitepapers\/generic\/ai-for-nonprofits-your-fundraising-communications-guide\/\" target=\"_blank\" rel=\"noreferrer noopener\">communication tools<\/a> can help you adjust your message tone to match younger audiences, while text messaging and video updates offer a fast, personal way to connect.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-collaborative-funding\">Collaborative funding<\/h3>\n<p>If you\u2019re part of a coalition, highlight it. Funders increasingly want to see collaboration. Clarify your organization\u2019s role in the partnership and how collective impact is measured using shared metrics and coordinated communication.<\/p>\n<\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Use strategic communication\" id=\"section-1-toc-6\"><\/header>\n<h2 class=\"wp-block-heading\" id=\"h-use-strategic-and-sustainable-grant-communication-tactics\">Use strategic and sustainable grant communication tactics<\/h2>\n<h3 class=\"wp-block-heading\" id=\"h-1-technology-to-create-a-grant-communication-workflow\">1. Technology to create a grant communication workflow<\/h3>\n<p>Use CRM features like <a href=\"\/factsheets\/smartactions-feature\/\">automation<\/a> and tagging to build a communication cadence with each funder. For example, schedule follow-ups around key milestones or reporting deadlines. The right tools can help you build workflows that reduce the manual lift and keep funders engaged without added stress.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-2-grant-communication-for-multi-year-or-renewing-grants\">2. Grant communication for multi-year or renewing grants<\/h3>\n<p>If you\u2019re awarded a multi-year grant, structure your communication plan to align with annual benchmarks and touchpoints. Update funders regularly on progress to date, shifts in priorities, or adaptations based on lessons learned.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-3-internal-alignment-on-grant-communication\">3. Internal alignment on grant communication<\/h3>\n<p>Ensure internal clarity on who owns each part of the grant relationship\u2014from proposal submission to programming to impact reporting. Consider maintaining a shared grant stewardship <a href=\"\/nonprofit-technology-blog\/donorperfect\/add-contact-activity-calendar\/\">calendar<\/a> so your team can deliver consistent, timely communication.<\/p>\n<h3 class=\"wp-block-heading\" id=\"h-4-how-to-re-engage-a-lapsed-grant-funder\">4. How to re-engage a lapsed grant funder<\/h3>\n<p>If a funder chooses not to renew support, don\u2019t write them off. Reach out respectfully for feedback. Use that insight to adjust and maintain the relationship. Keep them informed about your progress\u2014many organizations regain funding this way. Funders may only be able to support one organization a set number of times, so changes in funding might be related to policy and not the great relationship you\u2019ve built. If things do change, you will be top of mind.<\/p>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<div class=\"sw-card sw-blog-callout\">\n<div class=\"wp-block-columns are-vertically-aligned-center is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"has-text-align-left\">Track key grant KPIs\u2014like funder response rate, time from award to disbursement, and renewal percentages\u2014inside DonorPerfect. Use this data to improve stewardship over time.<\/p>\n<\/div>\n<div class=\"wp-block-column is-vertically-aligned-center is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image aligncenter size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"698\" height=\"293\" src=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/kpi.jpg\" alt=\"\" class=\"wp-image-35817\" srcset=\"https:\/\/uploads.donorperfect.com\/images\/sites\/2\/kpi.jpg 698w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/kpi-300x126.jpg 300w, https:\/\/uploads.donorperfect.com\/images\/sites\/2\/kpi-100x42.jpg 100w\" sizes=\"(max-width: 698px) 100vw, 698px\"><\/figure>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n<div style=\"height:50px\" aria-hidden=\"true\" class=\"wp-block-spacer\"><\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Reframe your role\" id=\"section-1-toc-7\"><\/header>\n<h2 class=\"wp-block-heading\" id=\"h-reframe-your-role-from-applicant-to-ally\">Reframe your role from applicant to ally<\/h2>\n<p>Whether you\u2019re new to writing grants or looking to elevate your craft, great grant writing goes beyond compelling proposals\u2014it\u2019s about cultivating meaningful, ongoing relationships with funders. Every touchpoint, from your first introduction to your final report, is an opportunity to build trust, show impact, and apply best practices for grant communication that lead to funding renewals.<\/p>\n<p><strong>Grant communication is donor stewardship.<\/strong> When you approach funders with the same intentionality you bring to loyal donor relationships, you increase your chances of renewal, investment, and long-term collaboration.<\/p>\n<p>Ready to strengthen your grant strategy? With DonorPerfect\u2019s grant management tools, you can centralize funder records, track deadlines, automate reports, and nurture funder relationships\u2014all in one place.<\/p>\n<p>Explore how DonorPerfect can support your grant team.<\/p>\n<\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"FAQ\" id=\"section-1-toc-8\"><\/header>\n\t\t<section class=\"sw-faq-container contain\">\n\t\t\t<h2 class=\"faq-header\">Frequently Asked Questions<\/h2>\t\t<div class=\"accordion\">\n\t\t\t\t\t<div class=\"accordion-section\">\n\t\t\t\t<div class=\"header open-accordion\" data-gtm-id=\"icon-link-expand\">\n\t\t\t\t\t<p><strong>1. <\/strong><strong>How often should grant writers communicate with grantmakers outside of reporting requirements?<\/strong><\/p><div class=\"chevron-shadow\"><i class=\"accordion_close fa-solid fa-chevron-down\" aria-hidden=\"true\"><\/i><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"accordion-text hidden\"><p>While there\u2019s no one-size-fits-all answer, a good rule of thumb is to check in quarterly with a brief update\u2014especially if your project is ongoing. These updates can include milestones, new developments, or even challenges you\u2019re navigating. Keeping the funder in the loop with <a href=\"\/nonprofits\/crm-user\/\">data-driven<\/a>, proactive communication reinforces transparency and partnership.<\/p>\n<\/div>\n\t\t\t\t<hr>\n\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"accordion-section\">\n\t\t\t\t<div class=\"header open-accordion\" data-gtm-id=\"icon-link-expand\">\n\t\t\t\t\t<p><strong>2. <\/strong><strong>What\u2019s the best way to build a relationship with a grantmaker if they don\u2019t allow pre-proposal contact?<\/strong><\/p><div class=\"chevron-shadow\"><i class=\"accordion_close fa-solid fa-chevron-down\" aria-hidden=\"true\"><\/i><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"accordion-text hidden\"><p>If direct contact isn\u2019t permitted, focus on standing out through your proposal. Tailor your language to reflect their mission, clearly define your goals, and ensure your reporting history (if applicable) is strong. Additionally, you can follow their public communications, such as newsletters or webinars, to gain insight into their evolving priorities.<\/p>\n<\/div>\n\t\t\t\t<hr>\n\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"accordion-section\">\n\t\t\t\t<div class=\"header open-accordion\" data-gtm-id=\"icon-link-expand\">\n\t\t\t\t\t<p><strong>3. <\/strong><strong>What should a grant writer do if a funder declines a proposal?<\/strong><\/p><div class=\"chevron-shadow\"><i class=\"accordion_close fa-solid fa-chevron-down\" aria-hidden=\"true\"><\/i><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"accordion-text hidden\"><p>Don\u2019t be discouraged\u2014a decline is an opportunity to learn. If appropriate, send a polite follow-up asking for feedback. Thank them for their consideration and express continued interest in their work. Sometimes, funders will appreciate your professionalism and keep your organization in mind for future opportunities. Seeking feedback is one of the most overlooked grant-writing best practices, and it can help you improve future submissions.<\/p>\n<\/div>\n\t\t\t\t<hr>\n\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"accordion-section\">\n\t\t\t\t<div class=\"header open-accordion\" data-gtm-id=\"icon-link-expand\">\n\t\t\t\t\t<p><strong>4. <\/strong><strong>How can grant writers stand out in a crowded funding landscape?<\/strong><\/p><div class=\"chevron-shadow\"><i class=\"accordion_close fa-solid fa-chevron-down\" aria-hidden=\"true\"><\/i><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"accordion-text hidden\"><p>Successful grant writers differentiate themselves by showing deep alignment with the funder\u2019s goals, demonstrating impact through data and narrative, and building rapport over time. It\u2019s also helpful to include community voices in your proposals\u2014stories, quotes, or testimonials that illustrate your organization\u2019s real-world reach. These are the building blocks of a strong grant communication strategy that funders notice.<\/p>\n<\/div>\n\t\t\t\t<hr>\n\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"accordion-section\">\n\t\t\t\t<div class=\"header open-accordion\" data-gtm-id=\"icon-link-expand\">\n\t\t\t\t\t<p><strong>5. <\/strong><strong>Are there tools that help grant writers manage communications and deadlines?<\/strong><\/p><div class=\"chevron-shadow\"><i class=\"accordion_close fa-solid fa-chevron-down\" aria-hidden=\"true\"><\/i><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"accordion-text hidden\"><p>Yes! Many nonprofits can use their <a href=\"\/nonprofits\/grants-management-software\/\">nonprofit CRM<\/a> to track proposals, submission timelines, reporting deadlines, and funder contacts. These systems can streamline workflow and ensure nothing is overlooked, making communication more consistent and professional. This is important for maintaining adherence to deadlines even during staffing changes, as everything is centralized in one place rather than a personal calendar.<\/p>\n<\/div>\n\t\t\t\t<hr>\n\t\t\t<\/div>\n\t\t\t\t\t\t<div class=\"accordion-section\">\n\t\t\t\t<div class=\"header open-accordion\" data-gtm-id=\"icon-link-expand\">\n\t\t\t\t\t<p><strong>6. <\/strong><strong>How can I automate part of my grant reporting?<\/strong><\/p><div class=\"chevron-shadow\"><i class=\"accordion_close fa-solid fa-chevron-down\" aria-hidden=\"true\"><\/i><\/div>\n\t\t\t\t<\/div>\n\t\t\t\t<div class=\"accordion-text hidden\"><p>Many nonprofit CRMs allow you to <a href=\"\/factsheets\/custom-report-builder\/\">schedule report reminders<\/a>, track milestones, and automate thank-yous. Automation ensures nothing is missed and that your funder communication remains timely and professional.<\/p>\n<\/div>\n\t\t\t\t<hr>\n\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t<script type=\"application\/ld+json\">{\"@context\":\"https:\/\/schema.org\",\"@type\":\"FAQPage\",\"mainEntity\":[{\"@type\":\"Question\",\"name\":\"How often should grant writers communicate with grantmakers outside of reporting requirements?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"<p>While there\\u2019s no one-size-fits-all answer, a good rule of thumb is to check in quarterly with a brief update\\u2014especially if your project is ongoing. These updates can include milestones, new developments, or even challenges you\\u2019re navigating. Keeping the funder in the loop with <a href=\\\"\/nonprofits\/crm-user\/\\\">data-driven, proactive communication reinforces transparency and partnership.\\n\"}},{\"@type\":\"Question\",\"name\":\"What\\u2019s the best way to build a relationship with a grantmaker if they don\\u2019t allow pre-proposal contact?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"<p>If direct contact isn\\u2019t permitted, focus on standing out through your proposal. Tailor your language to reflect their mission, clearly define your goals, and ensure your reporting history (if applicable) is strong. Additionally, you can follow their public communications, such as newsletters or webinars, to gain insight into their evolving priorities.\\n\"}},{\"@type\":\"Question\",\"name\":\"What should a grant writer do if a funder declines a proposal?\",\"acceptedAnswer\":{\"@type\":\"Answer\",\"text\":\"<p>Don\\u2019t be discouraged\\u2014a decline is an opportunity to learn. 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Automation ensures nothing is missed and that your funder communication remains timely and professional.\\n\"}}]}<\/script><\/div>\n<div class=\"wp-block-group content-section is-layout-constrained wp-block-group-is-layout-constrained\">\n<header data-toc-tag=\"Get a Demo\" id=\"section-1-toc-8\"><\/header>\n<h2 class=\"wp-block-heading get_demo gutenberg\" id=\"h-see-how-donorperfect-can-support-your-grant-program\">See how DonorPerfect can support your grant program<\/h2>\n<script>\nvar gform;gform||(document.addEventListener(\"gform_main_scripts_loaded\",function(){gform.scriptsLoaded=!0}),document.addEventListener(\"gform\/theme\/scripts_loaded\",function(){gform.themeScriptsLoaded=!0}),window.addEventListener(\"DOMContentLoaded\",function(){gform.domLoaded=!0}),gform={domLoaded:!1,scriptsLoaded:!1,themeScriptsLoaded:!1,isFormEditor:()=>\"function\"==typeof 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gravityforms_donor_retention_wrapper\" data-form-theme=\"gravity-theme\" data-form-index=\"0\" id=\"gform_wrapper_1\"><div id=\"gf_1\" class=\"gform_anchor\" tabindex=\"-1\"><\/div>\n                        <div class=\"gform_heading\">\n                            <p class=\"gform_description\"><\/p>\n                        <\/div><form data-confirmation-type=\"redirect\" method=\"post\" enctype=\"multipart\/form-data\" target=\"gform_ajax_frame_1\" id=\"gform_1\" class=\"gravityforms_donor_retention\" action=\"\/nonprofit-technology-blog\/wp-json\/wp\/v2\/posts\/35758#gf_1\" data-formid=\"1\" novalidate>\t\t\t\t\t<div style=\"display: none !important;\" class=\"akismet-fields-container gf_invisible\" data-prefix=\"ak_\">\n\t\t\t\t\t\t<label>\u0394<textarea name=\"ak_hp_textarea\" cols=\"45\" rows=\"8\" maxlength=\"100\"><\/textarea><\/label>\n\t\t\t\t\t\t<input type=\"hidden\" id=\"ak_js_1\" name=\"ak_js\" value=\"210\">\n\t\t\t\t\t\t<script>\ndocument.getElementById( \"ak_js_1\" ).setAttribute( \"value\", ( new Date() ).getTime() );\n<\/script>\n\t\t\t\t\t<\/div>\n                        <div class=\"gform-body gform_body\"><div id=\"gform_fields_1\" class=\"gform_fields top_label form_sublabel_below description_below validation_below\"><div id=\"field_1_1\" class=\"gfield gfield--type-text gfield--input-type-text gfield--width-half input-field gf_first_name gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"><label class=\"gfield_label gform-field-label\" for=\"input_1_1\">First Name<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class=\"ginput_container ginput_container_text\"><input data-parameter=\"first_name\" name=\"input_1\" id=\"input_1_1\" type=\"text\" value=\"\" class=\"large\" aria-required=\"true\" aria-invalid=\"false\"><\/div><\/div><div id=\"field_1_2\" class=\"gfield gfield--type-text gfield--input-type-text gfield--width-half input-field gf_last_name gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"><label class=\"gfield_label gform-field-label\" for=\"input_1_2\">Last Name<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class=\"ginput_container ginput_container_text\"><input data-parameter=\"last_name\" name=\"input_2\" id=\"input_1_2\" type=\"text\" value=\"\" class=\"large\" aria-required=\"true\" aria-invalid=\"false\"><\/div><\/div><div id=\"field_1_3\" class=\"gfield gfield--type-email gfield--input-type-email gfield--width-half input-field validate gf_email gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"><label class=\"gfield_label gform-field-label\" for=\"input_1_3\">Email<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class=\"ginput_container ginput_container_email\">\n                            <input data-parameter=\"email\" name=\"input_3\" id=\"input_1_3\" type=\"email\" value=\"\" class=\"large\" aria-required=\"true\" aria-invalid=\"false\">\n                        <\/div><\/div><div id=\"field_1_4\" class=\"gfield gfield--type-text gfield--input-type-text gfield--width-half input-field gf_organization gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"><label class=\"gfield_label gform-field-label\" for=\"input_1_4\">Organization<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class=\"ginput_container ginput_container_text\"><input data-parameter=\"organization\" name=\"input_4\" id=\"input_1_4\" type=\"text\" value=\"\" class=\"large\" aria-required=\"true\" aria-invalid=\"false\"><\/div><\/div><div id=\"field_1_5\" class=\"gfield gfield--type-select gfield--input-type-select gfield--width-half select-display gf_state_province gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"><label class=\"gfield_label gform-field-label\" for=\"input_1_5\">State \/ Province<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class=\"ginput_container ginput_container_select\"><select data-parameter=\"state_province\" name=\"input_5\" id=\"input_1_5\" class=\"large gfield_select\" aria-required=\"true\" aria-invalid=\"false\"><option value=\"\" disabled selected>Please choose an option<\/option><option value=\"Other\">Other<\/option><option value=\"AB\">AB<\/option><option value=\"AK\">AK<\/option><option value=\"AL\">AL<\/option><option value=\"AR\">AR<\/option><option value=\"AZ\">AZ<\/option><option value=\"BC\">BC<\/option><option value=\"CA\">CA<\/option><option value=\"CO\">CO<\/option><option value=\"CT\">CT<\/option><option value=\"DC\">DC<\/option><option value=\"DE\">DE<\/option><option value=\"FL\">FL<\/option><option value=\"GA\">GA<\/option><option value=\"HI\">HI<\/option><option value=\"IA\">IA<\/option><option value=\"ID\">ID<\/option><option value=\"IL\">IL<\/option><option value=\"IN\">IN<\/option><option value=\"KS\">KS<\/option><option value=\"KY\">KY<\/option><option value=\"LA\">LA<\/option><option value=\"MA\">MA<\/option><option value=\"MB\">MB<\/option><option value=\"MD\">MD<\/option><option value=\"ME\">ME<\/option><option value=\"MI\">MI<\/option><option value=\"MN\">MN<\/option><option value=\"MO\">MO<\/option><option value=\"MS\">MS<\/option><option value=\"MT\">MT<\/option><option value=\"NB\">NB<\/option><option value=\"NC\">NC<\/option><option value=\"ND\">ND<\/option><option value=\"NE\">NE<\/option><option value=\"NH\">NH<\/option><option value=\"NJ\">NJ<\/option><option value=\"NL\">NL<\/option><option value=\"NM\">NM<\/option><option value=\"NS\">NS<\/option><option value=\"NT\">NT<\/option><option value=\"NU\">NU<\/option><option value=\"NV\">NV<\/option><option value=\"NY\">NY<\/option><option value=\"OH\">OH<\/option><option value=\"OK\">OK<\/option><option value=\"ON\">ON<\/option><option value=\"OR\">OR<\/option><option value=\"PA\">PA<\/option><option value=\"PE\">PE<\/option><option value=\"PR\">PR<\/option><option value=\"QC\">QC<\/option><option value=\"RI\">RI<\/option><option value=\"SC\">SC<\/option><option value=\"SD\">SD<\/option><option value=\"SK\">SK<\/option><option value=\"TN\">TN<\/option><option value=\"TX\">TX<\/option><option value=\"UT\">UT<\/option><option value=\"VA\">VA<\/option><option value=\"VI\">VI<\/option><option value=\"VT\">VT<\/option><option value=\"WA\">WA<\/option><option value=\"WI\">WI<\/option><option value=\"WV\">WV<\/option><option value=\"WY\">WY<\/option><option value=\"YT\">YT<\/option><\/select><\/div><\/div><div id=\"field_1_6\" class=\"gfield gfield--type-select gfield--input-type-select gfield--width-half select-display gf_number_of_constituents gfield_contains_required field_sublabel_below gfield--no-description field_description_below field_validation_below gfield_visibility_visible\"><label class=\"gfield_label gform-field-label\" for=\"input_1_6\">Number of Constituents<span class=\"gfield_required\"><span class=\"gfield_required gfield_required_text\">(Required)<\/span><\/span><\/label><div class=\"ginput_container ginput_container_select\"><select data-parameter=\"number_of_constituents\" name=\"input_6\" id=\"input_1_6\" class=\"large gfield_select\" aria-required=\"true\" aria-invalid=\"false\"><option value=\"\" disabled selected>Please choose an option<\/option><option value=\"0 - 500\">0 \u2013 500<\/option><option value=\"501 - 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