Proposal Rejected? How To Diagnose Grant Writing Challenges

Have you ever been turned down for a job you really wanted? Or faced the infamous line, “It’s not you, it’s me”? 

Rejection stings, especially when the stakes are high. As a grant writer, a rejected proposal can make mission-critical funding feel impossible to secure—but it’s actually quite the opposite.

Just as nonprofits evaluate and enhance their fundraising efficiency by analyzing donor data, grant writers can view rejected proposals as a learning opportunity that helps improve their skills.

Here are the steps you must follow to figure out what went wrong so you can write winning grant proposals next time.

1. Read the Reviewer’s Comments

Let’s be honest: Seeing that rejection letter in your inbox is disheartening. You probably don’t want to open the reviewer’s email, much less read their comments explaining what went wrong.

However, reading the reviewer’s feedback is like adding decorations to a cake. You’ve already done the hard part—mixing, baking, and icing—and now come the final touches.

In the case of your proposal, you’ll have familiarized yourself with grant writing basics and gathered all the necessary materials. Reading the reviewer’s feedback helps pinpoint the precise changes that could’ve made your proposal stand out.

If the reviewer didn’t leave any feedback, follow up to thank them for their consideration and humbly ask for their input. Here’s a sample email template you can use:

Hello [Funder],

Thank you for taking the time to consider XYZ’s project proposal – [Proposal Name] – for the recent grant application cycle with ABC Foundation.

As XYZ is hopeful to apply again in the future, would you or another review team member be available for a brief meeting to discuss your decision and how we can improve our applications for the future? If this is not a possibility, can you offer a few written comments or suggestions on how to strengthen our application moving forward?

Thank you again for this opportunity and for ABC Foundation’s continued commitment to our community.

Best regards,
[Your Name]
[Your Organization’s Name]

2. Evaluate Your Proposal’s Core Components

Next, try self-evaluation. Look back over your proposal. Is there anything you forgot to include? Did you follow the instructions laid out by the original request for proposals (RFP)?

At a basic level, here’s what most grant proposals include:

• Introduction: A brief overview of what grantmakers can expect from the proposal
• Organizational background: The history behind your organization (or the organization you’re applying on behalf of)
• Statement of need: The community needs you want to address, and why you think your project or program is the best solution
• Project description: An overview of the project or program you’re proposing
• Methodology: The steps and timeline behind implementing your project
• Goals and objectives: The goals your project should achieve and how they connect to your statement of need
• Budget: The cost of implementing your program and where that funding will come from
• Evaluation plan: Your strategy for evaluating your project’s success
• Sustainability plan: Your plan for ensuring the project can continue after grant funding ends

Maybe you forgot to include one of the above elements. Or, perhaps you didn’t back it up with enough information. Were your program objectives measurable? Failing to use quantitative data in the right places can make it hard for funders to see your vision.

Also, check to make sure you included all the right documentation. Many grants require additional resources, like risk assessments or lists of the nonprofit’s partners. Some resources, like your annual report, may not be required as attachments, but can be valuable for gathering data about your organization’s work.

3. Refresh Your Grant Writing Skills

Just because your grant proposal is rejected doesn’t mean you’re a bad writer. In fact, it presents the opportunity to make your writing even better! 

Going back to the basics or researching current grant writing best practices can help you identify the exact areas you need to improve to perfect your grant writing. Here are a few resources to check out:

• Grant writing membership program. Join a community of grant writers where you can ask questions and share your experiences with others.
  • Example: According to Learn Grant Writing’s list of resources, their program offers “an active community of fellow grant writers to help you brainstorm solutions, learn new tricks, and celebrate wins.”
• AI grant writing tools. Artificial intelligence (AI) can make the grant writing process more efficient by helping writers create their first drafts and overcome writer’s block.
  • Example: Use generative AI tools like ChatGPT cautiously, but leverage them to obtain feedback on your writing or quick suggestions when you can’t think of a word.
• Grant writing training courses. Grant writing classes can offer advanced strategies that help writers sharpen their skills.
  • Example: Look for platforms that offer a library of useful courses, like nonprofitready.org. This way, you can find courses that cover a wide variety of topics to hone your writing skills.

4. Consider the Context

Remember the saying we mentioned earlier, “It’s not you, it’s me”? Sometimes, this is exactly the case in grant proposal rejections.

Factors outside your control can impact a funder’s choice when responding to your grant proposal. Here are just a few examples:

• Limited funding. Funders may reject a strong proposal if there isn’t enough funding to go around.
• High competition. A large number of high-quality proposals can push yours out of the running.
• Shifting priorities. Changes in the funder’s policies or leadership can lead to misalignment between your proposal and their current focus.

While this can seem frustrating, there are ways to position your proposal for success. According to Double the Donation, third-party tools are a great resource for finding funders that are a good fit for your nonprofit, considering that 90% of grantmaking foundations don’t have websites of their own.

5. Take Notes… And Try Again!

Let’s say your nonprofit plans a peer-to-peer fundraiser that gains no traction because you failed to recruit volunteer fundraisers for the campaign. You have two options—revisit your marketing strategy or give up and host an auction instead. Which do you choose? 

Obviously, the best way to move forward is to learn from your mistakes and try again. After all, if every nonprofit gave up when their first try didn’t go as planned, no one would experience the world-changing impacts of mission-driven organizations.

Create a list of lessons learned that can guide your grant writing process next time. If the funder allows for resubmissions, consider fixing your proposal accordingly. If not, this list will come in handy for your next one!

Ask yourself these questions to look ahead:

• Was my problem statement clear and compelling?
• Did I effectively demonstrate the need for funding?
• Were my goals and objectives measurable and realistic?
• Was my project design detailed enough?
• Was the budget realistic and well-justified?
• Was my proposal tailored to the funder’s priorities and language?
• Was my proposal clearly organized and free of errors?

The best way to respond to a grant proposal rejection is to think of it as feedback, not failure. By shifting your perspective to view rejection as an opportunity, you’ll grow your grant writing skills (and, ultimately, your success!).