Grantwriting Is Communication—Here’s How to Do It Well
Grantwriting is more than writing. It’s strategy, storytelling, and most of all—communication.
You're not just putting words on paper. You're translating your nonprofit’s mission into something a funder can understand, get behind, and invest in. And that requires clarity, collaboration, and consistency.
Whether you’re a solo grantwriter or part of a larger development team, strong communication is one of the most underrated (and most valuable) skills you can build.
Here’s how to do it better.
🤝 1. Communicate Early and Often With Program Staff
The best grantwriters are not magicians—they're translators. But if you don’t fully understand the program you’re writing about, you’ll struggle to tell its story in a compelling, funder-friendly way.
Before you write:
Ask for a 15–30 minute chat with the program lead
Clarify goals, timelines, and success metrics
Request real examples and client stories (if applicable)
Confirm what’s new, different, or scalable
The more context you have, the more authentic and grounded your proposal will be.
📣 2. Set Clear Expectations With Your Team
Grantwriting often involves multiple people: finance staff for the budget, leadership for approvals, program staff for content.
Avoid last-minute scrambles by:
Creating a shared grant calendar or tracker
Communicating deadlines (and buffer time) early
Outlining who is responsible for what
Sending friendly reminders before major deliverables
Strong communication reduces stress and increases proposal quality.
✍️ 3. Write With Clarity, Not Complexity
Many new grantwriters assume that funders want “fancy” writing. They don’t. They want clear writing.
Good grantwriting is:
Direct (avoid jargon or overly academic language)
Structured (use headers, bullets, and flow)
Outcome-focused (show what will happen, not just what you’ll do)
Your job is to make it easy for the reviewer to say “yes.”
🧠 4. Know Your Audience (and Their Language)
Every funder has a unique voice. Some want data and measurable outcomes. Others want community stories and grassroots impact.
Tailor your tone:
Read their website and past grantee lists
Scan their mission statement and funding priorities
Mirror their language in your narrative—without losing your authenticity
This shows you’ve done your homework and understand what they value.
💬 5. Follow Up—Thoughtfully
Communication doesn’t stop when you hit “submit.” Build relationships by following up:
Thank the funder for the opportunity
Provide additional materials if requested
If declined, ask (graciously) for feedback
If awarded, communicate updates regularly—even beyond required reports
Relationship-building is a long game, and great communication is the foundation.
Final Thoughts
At its core, grantwriting is about connection. Between mission and money, between words and outcomes, between people and possibility.
When you communicate clearly—with your team, with funders, and within your writing—you’re not just making the grant process smoother. You’re making your work more impactful.
Sheena Link is the co-founder of PureGrant, an AI grantwriting platform that helps nonprofits write smarter, save time, and connect more effectively with funders.