Free Grant Proposal Template: Narrative, Budget & Timeline (Free) PDFs

Organization Information

[Organization Name]
[Address]
[Website]
[Primary Contact Name], [Title], [Email], [Phone]
[Date]

Grantmaker Information

[Grantmaker Name]
[Grant Program or RFP Title]

1. Executive Summary

Provide a one-page overview of the project, the community or issue addressed, the requested amount [Amount], the project period [Start–End], key activities, target population, anticipated outcomes, and how success will be measured.

2. Organization Overview

Brief history, mission, and service area. Summarize programs, beneficiaries served annually, relevant achievements, and governance structure. Note staffing capacity and any prior grants successfully managed.

3. Statement of Need

Describe the problem with data and citations. Identify the target population and equity considerations. Explain consequences of inaction and why your organization is positioned to respond. Include community voice or stakeholder input where relevant.

4. Goals and SMART Objectives

List 2–4 SMART objectives (specific, measurable, achievable, relevant, time-bound). Example: \"Increase access to [service] for [number] residents by [percentage] by [date].\"

5. Program Design and Activities

Explain the solution, core activities, dosage or service intensity, staffing and qualifications, curriculum or model used, and how activities map to objectives. Include any technology, facilities, or partnerships required.

6. Work Plan and Timeline

Provide a simple timeline for major milestones from kickoff to closeout.

8. Evaluation and Learning Plan

Describe data to be collected (outputs and outcomes), instruments or systems used, collection frequency, and responsibility. Explain analysis methods, learning cycles, and how results will inform improvement and be reported to the funder.

9. Equity, Accessibility, and Risk Management

Outline how the program addresses barriers (language, transportation, cost), complies with accessibility standards, and mitigates key risks (staffing, vendor delays, data privacy). Include contingency plans.

10. Partnerships and Community Engagement

Identify partners, roles, and any subawards or MOUs. Explain how beneficiaries and stakeholders were engaged in design and will remain engaged during implementation.

11. Sustainability Plan

Explain post-grant funding (earned revenue, diversified grants, public funding), capacity building, and how core activities will be maintained or scaled. Note any cost-sharing or in-kind support.

12. Organizational Capacity and Key Personnel

Brief bios of project lead and key staff, highlighting relevant credentials and prior results. Describe financial controls, grants management experience, and systems for compliance and reporting.

13. Budget Summary

Requested amount: [Amount]
Total project cost: [Amount]
Match or cost share (if any): [Amount/Percentage]
Major categories: personnel, fringe, travel, equipment, supplies, contractual, other, indirect/administrative

14. Budget Narrative

Explain each line item and the basis for cost estimates (rates, quotes, historical costs). Clarify one-time versus ongoing costs, and how expenses align with activities and objectives. Identify any unallowable costs excluded per funder guidance.

15. Compliance and Data Privacy

Note adherence to applicable regulations (e.g., procurement, safeguarding, data protection). Summarize data privacy measures, consent procedures, and storage/retention practices.

16. Reporting and Deliverables

List required reports (interim, final), due dates, and contents (progress against objectives, output tables, outcome analysis, financial reports). Identify the staff responsible for submissions.

17. Attachments Checklist

18. Authorization

By signing, the undersigned certifies that the information is accurate and that [Organization Name] agrees to comply with funder requirements if awarded.

Authorized Signer: __________________________
Title: _____________________________________
Date: _____________________________________

19. Submission Instructions

Submission method: [Portal/Email/Mail]
Application deadline: [Date and time, time zone]
Contact for questions: [Funder contact]
Internal contact: [Your grant lead]

20. Notes for Customization

Replace bracketed fields, align language with the funder's priorities and scoring rubric, and conform to page limits, font, and attachment rules in the specific RFP or guidelines.