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Writer's pictureChellsie Smith

Unlocking the mysteries of Time VS. Success: How long does it take to write a grant?

Updated: Aug 4, 2023

Understand the time commitment involved in the full grant writing process. Learn how to effectively plan, manage, and optimize your time!


How-long-does-it-take-to-write-grant-proposal
How-long-does-it-take-to-write-grant-proposal

When getting started with grant writing, one often wonders about how much time is required to craft a stellar grant proposal? Planning and allocating sufficient time for the grant writing process is crucial for crafting a high-quality proposal with a higher chance of success.


In this article, we'll delve into the realm of grant writing timelines, providing valuable insights to help you plan effectively. You will discover how long it takes to write different types of grants, while uncovering time-saving tips to accelerate the grant writing process and streamline your grant management efforts.


Some industry experts, like Instrumentl, state “it could take six to eight weeks for complete grant writing.” According to the Professional Grant Writers Website, “grants are estimated anywhere from 20 - 500 hours, depending on the proposal level.” However, it’s important to remember that the grant process entails more than just writing. Let's dive in and uncover the key factors influencing the time required to complete a grant!



Grant Writing Equation: Decoding time of investment

Writing a grant proposal involves a combination of research, creativity, and strategic planning. While it may not be a mathematical equation in the strict sense, we can create a simple analogy for our math wizards out there to help understand the concept of time investment in grant writing.


Picture this: Equations are like a thrilling roller coaster ride. Take a moment to remember that last amusement park trip you took with your friends, family, or church. You start with the research phase, gathering all the juicy bits of information (just like waiting in line, getting all hyped up). Then, you dive headfirst into the problem-solving adventure (which ride to tackle first and whether to grip harder or lift your arms in the air). And finally, you arrive at the editing and revision stage of fine-tuning your solution (like voting on your favorite loops and twists or seemingly vertical descent, deciding whether to ride it again, or collapsing onto a bench).


Equations are not just lifeless symbols on a chalkboard. They're the superheroes of math, bringing order and clarity to the chaos of problems. Now let's imagine the time it takes to write a grant as a mathematical equation:


T = R + P + E

WHERE:


T = represents the Total Time required to write a grant.


R = symbolizes Research, from gathering background information, identifying potential funding sources, local demographics & statistics, to understanding grant requirements.


P = represents the Proposal writing phase, which involves outlining the project, developing a budget, crafting the narrative, adding evidence-based strategies, and assembling the necessary supporting documents.


E = represents the Editing and Revision stage, where you review and refine your proposal for clarity, coherence, and persuasiveness. Allowing time for your colleagues to review and copy-edit your proposal, providing feedback that may support last minute revisions.


To grasp this equation, consider a math major tackling a complex problem. They first need to research the relevant theories and concepts (R) before proceeding to solve the problem through a step-by-step process (P). Finally, they revise and refine their solution to ensure accuracy and clarity (E).


Similarly, in day-to-day life, imagine planning a trip. You start by researching your destination and mapping out the itinerary (R). Then, you plan the logistics, book accommodations, and create an agenda (P). Finally, you review your plans, make adjustments, and fine-tune the details (E).


Understanding the grant writing equation in this way helps convey that grant writing involves different stages each requiring time and attention. By acknowledging the importance of research, proposal development, and editing, you will show appreciation for the time investment necessary for successful grant writing.



Grant Writing Equation: Executing the formula

In order to excel at this formula, you must complete the following four steps.


1. Create a Grant Writing Timeline - To ensure the creation of a compelling and well-crafted proposal, plan to set aside a minimum of six to eight weeks for the grant writing process. Rushing through this stage can jeopardize the quality of your proposal and reduce the likelihood of securing funding. Remember, patience and attention to detail are key!


2. Complete Preparatory Work - Preparing for grant writing involves gathering various documents and information in advance. This preliminary step takes time and should be factored into your overall timeline. Collecting necessary data, financial statements, supporting documents, and project details requires careful consideration and organization.


Many times, the grant writer may need to request information from a bookkeeper,

administrator, or program director. Create a calendar system of when you

requested the information, and when you should receive information back. Remember to leave yourself sufficient time for incorporating the information into your proposal and needing to complete follow-up requests for and clarification of information.


To minimize the time needed to gather these documents for future grants, begin to organize both hard and electronic copies of these documents. Exousia’s Grant Writing Strategies for Churches includes a checklist of the most commonly requested documents needed.


3. Dedicate Daily Writing - Consider your daily schedule and workload when planning your grant writing timeline. If you have other commitments and tasks, be realistic about the time you can allocate to writing each day. It's important to strike a balance that allows for focused and productive writing sessions. Know your best focus time of the day, have discipline in your schedule, and set attainable goals.


4. Set Aside Time to Edit and Revise - Grant writing is an iterative process that often involves multiple rounds of edits and revisions. Allotting time for this crucial stage is essential. After completing the initial draft, allow ample time for review, seeking feedback, and incorporating necessary changes to enhance the clarity, coherence, and persuasiveness of your proposal.


Even experienced grant writers ask for a second person to read over their grant

proposals. Is the proposal compelling? Complete? Clear? Don’t forget to

proofread it for spelling and grammar.



Another Considerable Variable - The Grant Type

There are many different grant types or levels available. The time required to complete a grant can vary depending on the specific type of grant you are pursuing. Some grants may have additional application components or require more extensive research and documentation. Understanding the unique requirements of each grant type will help you plan your timeline accordingly.


Government Grants

Government grants tend to be more time-intensive due to their comprehensive requirements and the need for detailed project information. The proposal itself can take several weeks to complete, especially if you have thoroughly researched and planned ahead. It's essential to allocate enough time for crafting a strong proposal that addresses all the grant's specific criteria.


Additionally, government grants often involve documenting strong partnerships, requiring letters of support from collaborators. This, in turn, necessitates coordination and time.


The larger funding amounts associated with government grants also contribute to the longer timeline. Ultimately, the time required to write a government grant depends on the complexity of the grant, the amount of funding you are requesting, your preparation, the writing and editing process, and any collaborative efforts involved.


Private Foundation Grants

Writing a private foundation grant can be relatively shorter compared to government grants, depending on the specific requirements of the funder. If you have done thorough research and planning, including gathering the necessary documents in advance, you may be able to complete a private foundation application in a few days to a week. The process can be expedited if you have a clear understanding of the foundation's mission and goals, aligning your proposal accordingly.


These private foundations are typically established by individuals, families, or groups supporting charitable causes. Private foundation grants often offer smaller funding amounts, typically in the range of $1,000-$15,000. Consequently, their proposal requirements are generally more streamlined and concise. It’s important to remember that the time required to complete these grant applications, however, still vary based on the complexity of the grant and the extent of the proposal's customization to fit the foundation's guidelines and priorities.


Corporate Grants

Unlike government or private foundation grants, corporate grants often have a more streamlined application process. With careful preparation, including research on the corporation's giving priorities and goals, you may be able to complete a corporate grant application within a few days to a week.


Corporate grants typically focus on supporting projects aligned with their corporate social responsibility initiatives and business objectives. The key to expediting the grant writing process is to clearly articulate the project's alignment with the corporation's mission and demonstrate the potential impact. However, it's important to note that the time required may still vary based on the complexity of the grant, the need for collaboration or partnerships, and any additional documentation or reporting requirements.


Local Grants

Local grants typically have a more focused scope and may be tailored to address specific needs within the community. The time required to complete a local grant can range from a couple weeks to a couple months. It's important to carefully review the grant guidelines and application instructions to understand the expectations and submission deadlines.


Thorough research and planning are essential for crafting a compelling proposal that aligns with the local organization's priorities and goals. Additionally, local grants may involve community collaboration and partnerships, which require additional time for coordination and gathering supporting documentation. By allowing yourself enough time and being diligent in your preparation, you can increase your chances of success in securing a local grant to support initiatives that positively impact your community.


Regional Grants

Regional grants typically target a specific geographic area and focus on addressing regional needs and priorities. The time required to complete a regional grant can range from several weeks to a few months. It's crucial to carefully review the grant guidelines and application instructions to gain a clear understanding of the expectations and deadlines.


Thorough research and planning are essential for crafting a strong proposal that demonstrates the project's alignment with the regional goals and objectives. Additionally, regional grants may involve collaboration with local partners, community engagement, and extensive data collection or analysis, which can impact the overall timeline. By allocating enough time, conducting thorough preparation, and adhering to the regional requirements, you can increase your chances of success in securing a regional grant to make a positive impact on the specific region's development and well-being.




Check out these online examples of grants available for nonprofits from the different types of grantmaking organizations:



By allocating sufficient time and respecting the different stages involved, you can navigate the grant writing process effectively. Remember, patience and thoroughness are essential for crafting a strong proposal. If you find yourself needing personalized time with a leading expert, the Exousia Team is readily available to assist with One-On-One Coaching Sessions.


Plan ahead, allow for edits and revisions, and adapt your timeline based on the specific requirements of each grant. Now, armed with this knowledge, you're ready to embark on your grant writing journey with confidence and great time management!










Work Cited

Brighter Futures Indiana. (2022, August 29). Stabilization grants. https://brighterfuturesindiana.org/build-learn-grow/stabilization-grants


How long do grants take to write? (n.d.-b). Instrumentl. https://www.instrumentl.com/blog/how-long-do-grants-take-to-write


PGWAdmin. (2022). How long does it take to write a grant? Professional Grant Writer. https://www.professionalgrantwriter.org/how-long-does-it-take-to-write-a-grant#:~:text=The%20writing%20process%20is%20a,%2C%2080%2C%20or%20100%20hours


Rouse, F. (n.d.). Your automated grant assistant. Instrumentl. https://www.instrumentl.com/990-report/tom-raper-foundation-inc


Rouse, F. (n.d.-b). Your automated grant assistant. Instrumentl. https://www.instrumentl.com/990-report/wayne-county-indiana-foundation-inc


KeyTopics: how long does it take to write a grant, grant writing, grant timing, grant funding, grants for nonprofits, organizations that give grants to churches

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