Grant Readiness Checklist for Small Nonprofits:
What You Really Need to Know Before You Apply!
Let’s talk about it, there are a million grants out there, but not every nonprofit is ready to apply for them. And that’s okay. As someone who’s been deep in the development trenches, solo, as a one-woman team, in schools, grassroots startups, and with orgs just figuring it out. I’ve seen too many folks get stuck chasing grants before their foundation is in place. Whether you’re a solo executive director, a founder who wears all the hats, or someone trying to level up your development strategy, this post is for you.
Let’s walk through a realistic, not-too-fluffy checklist to help you know if your organization is truly grant ready. Because when you are? The game changes.
1. You Have a Clear Mission, Vision & Values – On Paper
If your mission is still a sentence you remember from your pitch deck in 2021, it’s time to revisit it.
💡 Funders want to know who you are, what you stand for, and why your work matters – and they want to see it clearly reflected in your materials. Don’t just wing this. Tip: Your mission and vision should be front and center in your boilerplate language, website, and proposals.
2. Your Programs Are Defined (and Not Just Aspirational)
This one’s big. It’s hard to fund a “dream” that hasn’t taken shape yet. Are your programs active? Have you launched your pilot? Do you know who you’re serving and how?
💡 Funders want to fund proven models or at least promising pilots – so even if you’re small, document your process and outcomes.
3. You Can Track and Share Your Impact
You don’t need to have a $25K CRM system. But you do need to show that your programs are making a difference. Whether it’s attendance, testimonials, pre/post surveys, or a folder of thank-you notes – impact matters.
💡 If you haven’t already, create a simple system for collecting stories and tracking key metrics.
4. You Have a Budget (Not Just a Bank Balance)
Yes, you need an actual budget. A program budget, a general operating budget, and sometimes a project-specific one. Even if you’re the only staff person, funders want to know how you plan to spend their money – and that you’ve thought through sustainability.
💡 Budgets aren’t scary. Start with a simple Excel doc. Then break it down by category: personnel, materials, admin, etc.
5. Your Legal and Financial House Is In Order
This one’s not glamorous, but it’s critical. You’ll need:
• 501(c)(3) status (or a fiscal sponsor)
• An EIN
• Up-to-date 990s
• Board-approved bylaws and board list
• A bank account in your org’s name
💡 Don’t skip this. If you’re working with a fiscal sponsor, be super clear on what’s under their umbrella and what’s yours.
6. You Have a Strong “Why Now?”
Grant writing is storytelling. You need a compelling, timely reason for why this program, why your community, and why now. Don’t make funders do the math.
💡 Anchor your ask in current needs, urgency, or momentum – but don’t over-dramatize. Be real, be grounded.
7. You Can Meet the Grant Requirements
Sounds obvious, but many orgs apply for funding they aren’t eligible for. Make sure you can:
• Serve the right population
• Meet match requirements (if any)
• Submit required reports
• Carry out the work in the timeline given
💡 Always read the fine print. Bookmark funders you’re not quite ready for – and build toward them.
8. You Have a Development Plan (Even a Simple One)
If your whole fundraising strategy is “apply for more grants,” let’s slow down. A healthy nonprofit doesn’t depend on one revenue stream. Your grant strategy should align with your overall development plan – not replace it.
💡 Include things like individual giving, sponsorships, fundraising events, and fee-for-service if applicable.
9. You’ve Got a Team (Even If It’s Just You + a Cheerleader)
Whether it’s a volunteer helping with edits, a board member reviewing budgets, or a consultant (👋🏽) guiding the process – grant writing isn’t a solo sport. You need support, structure, and someone to help you stay on track.
💡 Don’t wait until you see a deadline to start gathering your materials. Prep work = power.
10. You’re Not Just Chasing Dollars – You’re Building Relationships
This might be the most important point of all. A grant is not a transaction – it’s the start of a partnership. When you lead with relationship-building, shared values, and aligned goals, funding becomes a natural extension of the connection.
💡 Use LOIs, email intros, and follow-up reports as tools to build trust, not just check boxes.
Wrapping It All Up:
Ready Doesn’t Mean Perfect. You don’t need to have everything figured out. But the stronger your foundation, the stronger your proposals will be. And if you’re missing a few pieces? That’s okay. Start here, fill in the gaps, and get support when you need it.
Want Help Getting Grant Ready?
Whether you’re just starting or you’re a small team trying to level up, I’d love to help. I work with schools, grassroots orgs, and nonprofits to build grant strategies that actually make sense for your capacity and goals.
📥 Download the Grant Readiness Checklist (Free PDF)
📅 Book a free discovery chat now!
📩 Or just shoot me a message – I’m here to support the work that supports the community.