Following funder guidelines precisely is arguably the most critical aspect of grant writing. It demonstrates respect for their process, makes their job easier, and prevents your proposal from being immediately disqualified or poorly reviewed.

Here's a detailed, step-by-step guide to help you follow every guideline precisely:

---

How to Precisely Follow Funder's Grant Guidelines

This process is broken down into three phases: Preparation, Execution, and Review.

Phase 1: Preparation is Key (Before You Start Writing)

• Obtain All Official Documents:


• Request for Proposals (RFP) / Notice of Funding Opportunity (NOFO) / Grant Application Guidelines: This is your primary document.


• Application Forms: Download all official forms.


• FAQs / Q&A Documents: Often found on the funder's website, these clarify common questions.


• Scoring Rubric/Review Criteria: If available, this is invaluable! It tells you exactly what reviewers are looking for.


• Previous Awardees/Examples (if provided): Can give insight into successful proposals.


• Read EVERYTHING – Multiple Times & Actively:


• First Pass (Skim for Overview): Get a general sense of the grant, the funder's priorities, and the major components.


• Second Pass (Detailed Annotation): Go through line by line.


• Highlight key phrases, specific requirements, and numerical limits (page count, budget percentages, character limits).


• Underline all instructions related to formatting, submission, and eligibility.


• Circle all deadlines.


• Make notes in the margins about questions or areas that need clarification.


• Third Pass (Focus on "Why"): Try to understand why the funder asks for certain information. What problem are they trying to solve? What impact do they want to see? This helps you align your narrative with their mission.


• Create a Comprehensive Checklist/Matrix: This is your grant proposal Bible.


• Column 1: Guideline/Requirement: Copy and paste exact wording from the RFP.


• Column 2: Type: (e.g., Content, Formatting, Submission, Eligibility, Budget, Attachment).


• Column 3: Your Response/Action: How will you address this? What specific data/info will you include? What section will it be in?


• Column 4: Where to Find It (Page # in your Proposal): This is for your final review.


• Column 5: Status: (e.g., Not Started, In Progress, Drafted, Reviewed, Complete).


• Column 6: Notes/Questions: Any uncertainties, dependencies, or points to clarify.

Example Checklist Entry:
| Guideline/Requirement | Type | Your Response/Action | Where in Proposal | Status | Notes/Questions |
| :-------------------------------------------------------- | :------- | :------------------------------------------------------------------- | :---------------- | :--------- | :---------------------------------------- |
| "Narrative must be no more than 10 pages, double-spaced." | Formatting | Ensure document settings are double-spaced; aim for ~9.5 pages. | N/A | Complete | Check final PDF size. |
| "Describe current organizational capacity to achieve goals." | Content | Section 3: Organizational Capacity, Paragraph 2; refer to staff bios. | Pg 5 | In Progress | Need to get updated board member info. |
| "Submit as a single PDF document." | Submission | Combine all sections into one PDF. | N/A | Not Started | Learn how to merge PDFs if needed. |
| "Font: Arial 11pt, Margins: 1 inch all sides." | Formatting | Set document default to Arial 11pt, 1-inch margins. | N/A | Complete | |
| "Include a Logic Model as Appendix A." | Attachment | Develop Logic Model for project. Title it "Appendix A: Logic Model." | Appendix A (P.11) | Drafted | Review against funder's example if provided. |

• Identify Non-Negotiables & Deal-Breakers Immediately:


• Eligibility Criteria: Do you meet all of them (non-profit status, geographic area, specific population served)? Don't proceed if you don't.


• Deadlines: Mark them prominently. Note both the submission deadline and any deadlines for LOIs or Q&A periods.


• Mandatory Forms/Attachments: Are there any that are impossible for you to provide?


• Budget Limits/Restrictions: Are these feasible for your project?


• Clarify Ambiguities:


• If the funder offers a Q&A period or contact person, use it for genuine ambiguities in the guidelines. Don't ask questions that are clearly answered in the RFP.


• If no direct contact is available, make a reasonable, well-documented assumption and be prepared to justify it.

Phase 2: Execution (During Writing)

• Use Your Checklist Constantly: As you write, refer back to your checklist. When you address a point, mark it as "In Progress" or "Drafted."


• Mirror the Funder's Language and Structure:


• Section Headings: If the RFP specifies "Section 1: Need Statement," "Section 2: Project Description," use those exact headings in your narrative, in that exact order.


• Key Terms: If the funder consistently uses terms like "community engagement," "equity," or "sustainable impact," incorporate those terms naturally into your writing where relevant.


• Address Every Prompt Directly: If they ask "How will you sustain the project after grant funding ends?", explicitly answer that question. Don't bury the answer within a general paragraph about your project.


• Adhere to ALL Formatting Requirements:


• Page Limits: Absolutely do not exceed these. Often, the online portal will simply cut off after the limit.


• Font Type and Size: (e.g., Times New Roman 12pt, Arial 11pt).


• Margins: (e.g., 1-inch top, bottom, left, right).


• Line Spacing: (e.g., single-spaced, double-spaced).


• Headers/Footers: (e.g., page numbers, organization name).


• File Type: (e.g., PDF, Word Doc).


• File Naming Convention: (e.g., "OrgNameProjectTitleProposal.pdf").


• Respect Word/Character Counts: If specific sections have these limits, use them as a guide for conciseness. Avoid going significantly over or under, as it suggests you either couldn't be concise or didn't have enough to say.


• Only Include Requested Information/Attachments: Do not add extra appendices, letters of support, brochures, or photos unless explicitly requested or allowed. "Less is more" when it comes to unrequested items.

Phase 3: Rigorous Review Before Submission

• The "Reviewer Hat" Read-Through:


• Imagine you are a busy grant reviewer. Is everything easy to find?


• Can you quickly identify where each guideline has been met?


• Is the proposal clear, concise, and compelling?


• Final Checklist Verification (The Ultimate Compliance Check):


• Print out your proposal and your checklist.


• Go through your checklist one last time, item by item.


• For each "Guideline/Requirement," physically find where you addressed it in your proposal (e.g., "Page 3, paragraph 2") and tick it off your checklist.


• This is where you catch "oops, I forgot to mention X" or "this section isn't double-spaced."


• Peer Review / Fresh Eyes:


• Have at least one other person (ideally someone not involved in the writing, but familiar with grants) review the proposal specifically against the funder guidelines. Give them your checklist and the RFP. Their fresh perspective is invaluable.


• Have someone else proofread for grammar, spelling, punctuation, and clarity. Errors undermine credibility.


• Technical Compliance Check:


• Convert to PDF (if required): Carefully review the PDF version to ensure no formatting was lost, pages are in order, and all content is visible.


• File Size: Does it meet any specified file size limits?


• Online Portal Requirements: If submitting online, enter all information precisely as requested. Some portals have character limits for text boxes, even if your narrative has page limits.


• Submit Early (If Possible):


• Don't wait until the last minute. Technical glitches happen (internet issues, portal overload). Submitting a few hours or a day early can save you immense stress and prevent disqualification.

---

By systematically approaching the guidelines with these steps, you dramatically increase your chances of submitting a compliant, well-received, and successful grant proposal. Good luck!