Having mentored individuals and consulted with organisations on writing grant proposals, as well as from my personal writing experiences being part of over 20 successful grant applications, I’ve noticed some recurring mistakes that can derail even the best ideas. With grant acceptance rates often below 10%—and sometimes as low as 3%—avoiding these pitfalls can help your application fulfill the criteria and at least make it past the initial screening.
I summarise the common mistakes I have come across and how to avoid them:
1. Assuming people know your work
Grant reviewers are often committees or external evaluators who may have no prior knowledge of your organisation or its work. Don’t assume familiarity. Clearly explain: Who you are, What you do, and Why you’re capable of delivering on the proposal.
Include contextual details that highlight your credibility and track record. For example, share key achievements or impact metrics (e.g., “Over the past three years, we’ve supported 2000 spouses to participate in the labor market improving the well-being of families by 50%”).
2. Failing to provide proof of capability
Funders want evidence that you can do what you’re proposing. Demonstrate this with: Clear chain of influence, impact numbers, examples of similar projects you’ve successfully executed, and relevant annual reports, testimonials, or case studies. Funders need to trust that their money will deliver results.
3. Submitting non-customised proposals
Every funder has their own objectives and priorities. Submitting a generic application is a fast track to rejection.
- Tailor your proposal to align with their mission and goals.
- Use their language and terminology to show you understand their priorities.
- Explicitly explain how your project helps them achieve their objectives.
Funders need to see that they can advance their mission through your work.
4. Ignoring submission guidelines
This is one of the easiest ways to not even be considered. Carefully follow all instructions, including:
- Answering to the questions asked. For example if there is a question about the need of the project, don’t tell then about the past key achievements if it’s not relevant.
- Providing all required attachments.
- Meeting deadlines.
- Using the correct format (e.g., word limits, structure).
5. Poorly developed budgets
The budget must match the application proposal. A vague or incomplete budget undermines your proposal. Funders need to see where their money is going.
- Break down costs clearly and justify each item.
- Avoid lump sums without explanation (e.g., instead of “10,000 for staff,” specify “5,000 for training and $5,000 for salaries”).
- Ensure your budget aligns with the grant requirements (e.g., some funders don’t allow gift card purchases).
A well-thought-out budget builds trust and transparency.
6. Applying for the wrong grants
Not all grants are a match for your objectives or project. Be strategic:
- Research funders thoroughly to ensure alignment.
- Prioritise quality over quantity—focus your efforts on grants with a genuine chance of success.
Applying for mismatched grants wastes time and resources.
7. Writing too much or too little
One or two paragraphs does not constitute a work plan. Something I saw during one consultation. Your application should give enough information —reviewers need enough information to make an informed decision.
On the other hand, many applications have strict word or character limits. Avoid overly long explanations —Prioritise clarity over verbosity.
Bonus Tip: Be cautious with tools like ChatGPT. While they can help with structure and ideation, AI often lacks the context necessary to reflect your work authentically. Thus if you use, ensure you revise the texts to be more meaningful. Avoid generic or empty phrases.
8. Not knowing your audience and competition
Funders want to know that your project addresses a real need, serves the right audience, and fills a gap.
- Be clear about who your target audience is and how you’ll reach them. Funders don’t know about the target group you have in mind – so tell about the target group, who are they, do they have any specific features, how many of them are there, etc.
- Understand who else is working on similar issues and explain how your project is unique or complementary.
- Avoid applying for activities already heavily funded by others—funders want innovation, not duplication.
9. Lack of specificity
Vague descriptions weaken your proposal. Funders want to be confident that if they gave you the money tomorrow, you would be up and running the next day.
For example, give concrete evidence of how you will reach your target audience, which channels, give names of your partners, timelines for activities. Paint a picture for them.
Specificity makes your application more compelling and believable.
10. Overlooking the bigger picture
Funders often look for projects that align with their long-term goals and create sustainable impact. Show that you’ve thought beyond the immediate project by addressing:
- Scalability: How can this project grow?
- Sustainability: What’s the long-term plan after funding ends? Many funders nowadays require including a plan already at the application stage.
- Partnerships: Are you collaborating with other organisations to amplify impact?
Funders want to invest in initiatives that create lasting change.
Another bonus tip: Be prepared for rejection
Even the best applications can get turned down due to high competition. Don’t get discouraged—use feedback to refine your approach and try again.
Final thoughts
Fundraising is as much about strategy as it is about storytelling. By avoiding these common mistakes, you’ll increase your chances of writing a proposal that resonates with funders and stands out in a crowded field.
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