Grant Application Checklist
A comprehensive checklist to ensure you never miss a critical requirement
Pre-Application Phase
Review eligibility requirements thoroughly
Confirm your organization meets all criteria before investing time
Read the entire RFP or grant guidelines
Note specific requirements, formatting rules, and evaluation criteria
Mark the deadline on your calendar
Set internal deadlines 1-2 weeks before the actual due date
Identify required documents and attachments
Create a list of everything you'll need to gather or create
Assemble your grant writing team
Identify who will write, review, and provide supporting information
Document Preparation
Gather organizational documents
501(c)(3) letter, board list, financial statements, annual report
Prepare letters of support
Request letters from partners, beneficiaries, or community leaders
Create detailed budget and budget narrative
Ensure all costs are justified and align with project activities
Compile staff resumes or CVs
Highlight relevant experience for key project personnel
Writing and Review
Answer every question in the application
Skip nothing—incomplete applications are often rejected outright
Follow formatting requirements exactly
Font size, margins, page limits, file formats—follow all specifications
Proofread for spelling and grammar errors
Use spell check and have at least two people review the text
Check that budget matches narrative
Every activity mentioned should have corresponding budget items
Have an external reviewer read your proposal
Someone unfamiliar with your project can spot unclear sections
Pre-Submission Final Checks
All attachments are included and properly labeled
Check file names follow funder requirements
Required signatures are obtained
Executive director, board chair, or other authorized signatories
Contact information is current and accurate
Verify email addresses and phone numbers are correct
Save backup copies of everything
Store in multiple locations in case of technical issues
Submission
Submit before the deadline
Aim for at least 24 hours early to avoid last-minute technical problems
Confirm receipt of submission
Save confirmation emails or reference numbers
Send thank-you note to funder
Brief acknowledgment of the opportunity to apply
Post-Submission
Note the decision timeline
Mark when you expect to hear back about funding
Prepare for potential follow-up questions
Be ready to provide additional information if requested
Document lessons learned
Note what went well and what to improve for next time