What a grant proposal is — and how to write one funders say yes to
A grant proposal asks a funder to support a specific project, and shows exactly how their money will create change. In Kenya, NGOs, CBOs, self-help groups and social enterprises live and die by these — for county funds, foundations, DFIs and international donors. A clear, evidence-led proposal wins; a vague one gets filed.
Funders read for four things: is the problem real and important, is the plan credible, will the money be well spent, and can you prove results? A strong proposal answers all four — a specific problem with evidence, measurable objectives, concrete activities, an honest budget, and a monitoring and evaluation plan — and shows how the impact continues after the grant ends.
What a strong grant proposal includes
- ◆An executive summary — the ask, in a paragraph
- ◆The problem, with evidence of its scale
- ◆Clear, measurable objectives and the activities to reach them
- ◆Who benefits, how many, and the change expected
- ◆A budget summary tied to the activities
- ◆Monitoring & evaluation, and how results will be sustained
Common mistakes to avoid
- ✕A problem stated as opinion, not evidence
- ✕Objectives you can't measure
- ✕A budget that doesn't match the activities
- ✕No M&E or sustainability plan — funders read for both
Questions
What do Kenyan funders look for most?
A real, evidenced problem; measurable objectives; a credible, costed plan; and proof you can track and report results. Alignment with the funder's own priorities matters too — read their guidelines and mirror their language.
How long should a grant proposal be?
As long as the funder asks — many want a concise concept note (2–4 pages) first, then a full proposal if shortlisted. Answer every question they ask, in their order, and nothing extra.
What is a monitoring & evaluation (M&E) plan?
How you will measure whether the project worked — the indicators, how you collect the data, and how you report. Funders increasingly require it, and it's what turns a promise into accountability.
Do I need to be a registered organisation?
Most funders require it — a registered NGO, CBO, society or company, with a bank account and often audited accounts. Have your registration and compliance documents ready to attach.
This tool is free to write and preview, and gives you an editable draft in professional sections — adjust the wording to your business. Downloading a clean PDF without the small watermark is KES 200 in Kenya (a one-off) and free elsewhere. No account needed; your business details are saved on your own device.