The Reality About Grant Rejections
Most funders don't reject applications because the writing was bad. They reject because the organization doesn't meet basic eligibility criteria or lacks the documentation funders need to assess risk. This checklist covers what funders actually look for before they even read your narrative.
How to Use This Checklist
Review each section and answer honestly. Check the items that are complete, mark the "in progress" items you're working on, and prioritize the "missing" items for immediate action. Your goal isn't to check every box before applying to every funder—your goal is to know where your organization stands before investing time in a proposal.
Pro Tip
Keep a grant readiness binder (digital or physical) with all the documents below. When a new funder opens, you can quickly assemble your submission package instead of scrambling to create documents.
Organizational Readiness
Legal & Governance (6 items)
- 501(c)(3) determination letter: Current and available. Check if it has an expiration date for public charity status.
- Articles of Incorporation: Filed with the state, with recent amendments if any.
- Current bylaws: Adopted by the board, dated, with all amendments tracked.
- Conflict of interest policy: Board-approved, distributed to all board members, signed annually.
- Document retention policy: Board-approved policy for managing records and emails.
- Board size and composition: Documented minimum number of board members, any quorum requirements.
Financial Health (6 items)
- Current audited financial statements: Within 18 months, prepared by independent CPA if required by funder.
- Current unaudited financials: Year-to-date P&L and balance sheet, prepared internally.
- Chart of accounts: Documented accounting structure matching your financial reporting.
- Bank account documentation: Current voided check or bank letter showing account details.
- Form 990 history: Last 3 years filed with IRS, available for public inspection.
- Budget process documentation: How your annual budget is developed and approved by the board.
Program Evidence (5 items)
- Program documentation: Descriptions of all programs including goals, activities, target population.
- Impact data collection: Evidence of measuring outcomes, not just activities.
- Program evaluation reports: Previous evaluations or assessment results showing impact.
- Photos or videos: With proper releases from participants (where applicable).
- Press clippings or media coverage: Evidence of community visibility and recognition.
Funder-Specific Readiness
Funder Alignment (4 items)
- Funder's Form 990/PF: Reviewed to understand their giving patterns and priorities.
- Funder's guidelines: Carefully read and understood, including eligibility criteria.
- Previous relationship: Any prior grants, contacts at the foundation, or referrals.
- Matching requirements: Known matching gift or grant requirements, with documentation of potential match sources.
Application Requirements (4 items)
- Letter of intent (if required): Prepared and submitted separately if requested.
- Organization summary: 2-3 paragraphs describing mission, history, key accomplishments.
- Resumes of key staff: Current resumes for ED, program directors, key leadership.
- IRS determination letter: Prepared as a standalone document for submission.
Project-Specific Readiness
Proposal Documentation (5 items)
- Budget narrative: Explaining how the requested amount connects to program activities.
- Timeline or workplan: Clear sequence of activities with start/end dates.
- Measurement plan: How success will be measured and reported during and after the grant period.
- Risk assessment: Identifying potential challenges and mitigation strategies.
- Budget worksheet: Detailed line-item budget, even if funder provides their own template.
Submission Readiness
Internal Review (4 items)
- Board approval: Formal board resolution approving the grant application (if required).
- Internal review process: Defined process for reviewing proposals before submission.
- Quality assurance check: Someone who reviews for errors, consistency, and completeness.
- Submission deadline tracking: Calendar reminders for deadlines (submit early!).
Common Pitfalls to Avoid
These mistakes get applications rejected even when the program is excellent:
- Applying before 501(c)(3) status is confirmed: Many foundations won't fund organizations still in the application process.
- Missing the pre-application deadline: Some funders require letters of intent weeks before the full proposal.
- Asking for more than the funder's maximum grant amount: This is an automatic disqualifier in most cases.
- Not following formatting instructions: Font size, margins, file format—follow instructions exactly.
- Generic proposals: Funders can tell when you've reused a proposal for another foundation without tailoring it.
Grant Readiness Scorecard
Use this quick scoring system to assess your organization's readiness before approaching funders:
Scoring Guidelines
2 points: Document is complete and current
1 point: Document is in progress or incomplete
0 points: Document is missing or outdated
Readiness Scorecard
| Category |
Score |
Notes |
| Legal & Governance |
/12 |
|
| Financial Health |
/12 |
|
| Program Evidence |
/10 |
|
| Total |
/34 |
|
28+ points: Ready to apply
18-27 points: Working toward readiness
Below 18 points: Address critical gaps first
Need Help?
If you're unsure about any of these items or want help assessing your organization's grant readiness, contact us. We can help you identify gaps in your documentation and create a prioritized action plan.
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