Grant applications should sound like you do. They should use your facts and figures and convey a compelling description of the work you're seeking funding for as authentically as possible. When using AI to help with this process, it's critical to make sure the source material AI uses to help you draft content is high-quality.
Previous grant applications
The best source material AI to use to assist you with writing grant applications are your own previously completed grant proposals. Existing grant applications likely contain reusable content for nearly every section of a new submission. This is why experienced grant writers almost always consider it a best practice to recycle recently submitted grant proposal content when writing new ones.
Things to consider
Freshness - The more recently authored, the better.
Size - Larger grant applications, like many federal applications, contain the most material and often at the greatest level of detail. This makes them ideal for source material because it is always safer to go from more detail to less, and extremely risky to go from sparse content and to ask AI to expand it.
Diversity - Try to include a combination of source material documents that touch upon all the work your organization does. This is especially important if you have many different program areas you seek funding for.
Quality - Choose work samples that have received approval from the most knowledgable members of the organization. Even if a grant was not ultimately awarded, if the team worked hard on the application and stands behind its contents, that is likely a good source material candidate.
🚨 It is always safer to go from more detail to less, and extremely risky to go from sparse content and to ask AI to expand it.
What if I don't have existing grant applications?
If you don't have access to a previously written grant applications, there are a number of other kinds of documents that can be helpful.
🛟 It is a very good idea to work with an experience grant professional on your first application, as this will set the tone for future applications.
Annual Reports
Many organizations produce year-end reports to share with stakeholders and often these documents contain much of the same information that can be useful in a grant application. AI is very good at helping to contextualize information.
Website
Many organization websites contain overviews, team profiles, mission statements, values, and program information that can also be very useful for drafting grant applications.
To turn a website into source material, follow these steps:
Open a new Word or Google Doc and give it a file name that reflects the contents
Open your organization website
When you find useful information on the website, copy and paste the text into the document you've created
When you've finished manually scraping information from your website, you'll have extracted the most meaningful bits of content, while leaving behind much of the website code and construction that can confuse AI later on
Upload the document to Grantable
Emails & Newsletters
🚨 Be extremely cautious about anonymizing email content and redacting sensitive information before adding them as source material
Important information is often communicated between team members, which means your inbox may contain very useful content that can be utilized as source material.
Following similar steps as above:
Open a new Word or Google Doc and give it a file name that reflects the contents
Open your organization website
When you find useful information in an email, copy and paste the text into the document you've created
Make sure to remove personally identifying information and sensitive communications
When you've finished manually scraping information from your website, you'll have extracted the most meaningful bits of content
Upload the document to Grantable
Social Media
Social media posts, especially those meant to inform the community about the organization's work, may also make for good source material. For example, the organization may share uplifting outcomes of projects or announcements of upcoming programs, both of which may be useful in a grant proposal.
Following similar steps as above:
Open a new Word or Google Doc and give it a file name that reflects the contents
Open your organization website
When you find useful information in a social media profile, copy and paste the text into the document you've created
Make sure to remove personally identifying information and sensitive communications
When you've finished manually scraping information from your website, you'll have extracted the most meaningful bits of content
Upload the document to Grantable
Internal Documentation
Strategic plans, program evaluations, and logic models often contain exactly the kind of detailed programmatic information funders want to see. These documents typically include:
🎯 Clear organizational objectives and metrics
🔍 Detailed program descriptions
📊 Impact measurement frameworks
Following similar steps as above:
Find your organization's internal planning documents and make a copy (if you have permission to do so)
Read the document and remove any superfluous or sensitive information that should not be share outside the organization.
Upload the document to Grantable
Project Documentation
Technical specifications, detailed budgets, and project timelines from existing or similar projects can be especially valuable when writing the operational sections of grant applications.
🚨 Be sure to update any dates, figures, or specific details when repurposing this kind of content
Letters of Support
Previous letters of support or partnership agreements often contain powerful language about your organization's impact and capabilities. While you'll need fresh letters for new applications, these documents can provide excellent source material for describing collaborative relationships.
Research and Impact Studies
If your organization has conducted or participated in any research studies, impact evaluations, or needs assessments, these provide crucial evidence-based content for grant applications. AI is particularly good at helping to distill complex research findings into clear narrative descriptions.
Press Coverage
While social media is one source of external validation, traditional media coverage can provide even more substantive content. News articles, interviews, and feature stories about your organization's work often contain quotes and impact descriptions that can strengthen grant applications.
Following similar steps as above:
Open a new Word or Google Doc and give it a file name that reflects the contents
Gather press coverage about your organization
When you find useful information in news articles or interviews, copy and paste the text into the document you've created
Make sure to note publication dates and sources
When you've finished collecting press coverage, you'll have external perspectives on your work that can add credibility to grant applications
Upload the document to Grantable
Board Materials
🚨 Always carefully review board materials for sensitive information before using as source material
Board meeting minutes and materials often contain strategic discussions and program updates that can be valuable source material for grant applications. These documents typically offer high-level organizational perspectives that can be especially useful when writing about organizational capacity and sustainability.
Source Material Best Practices
Remember that the quality of your source material directly impacts the quality of AI-assisted grant writing. Here are some key takeaways:
🎯 Start with your strongest materials - Previous grant applications are always your best source
📚 Diversify your sources - The more varied your source material, the more comprehensive your AI assistance can be
✂️ Clean and prepare your content - Take time to remove sensitive information and format your source material appropriately
🔄 Keep it fresh - Regularly update your source material collection as your organization grows and evolves
📤 Upload strategically - When adding source material to Grantable, give your files clear names that reflect their contents
Need help getting started? Our support team is here to help you make the most of your source materials and create compelling grant applications. Contact us at [support link] for personalized assistance.
🛟 Remember: Working with an experienced grant professional on your first application can help you build a strong foundation of source material for future proposals.