Grant writing is both an art and a science—and one of the most overlooked skills in the craft is knowing how to customize your data for each funder. Too often, nonprofits use the same data points in every proposal. But here’s the truth: what resonates with one funder may fall flat with another.
The strongest proposals don’t just present good data—they present the right data, tailored to the funder’s priorities, language, and interests.
In this blog, we’ll explore how to identify which data points matter to which funders and offer practical, easy-to-implement strategies to help you sharpen your next grant application.
Why Customizing Data Matters
Funders aren’t looking for a general overview of your work—they’re looking for alignment. Your proposal should make it crystal clear that your mission, programs, and data directly connect to their goals.
When you customize your data:
- You build trust faster
- You show that you’ve done your research
- You make your application easier to evaluate
- You increase your chances of funding
Let’s walk through how to do it.
Tip #1: Study the Funder’s Priorities and Language
Before writing a single sentence, dig deep into the funder’s materials:
- Their mission and vision statements
- Funding priorities and issue areas
- Past grant recipients
- Annual reports or 990s
- Specific language they use on their website
What to look for:
Is the funder focused on education equity, youth mental health, workforce development, or climate justice? Once you know, align your data accordingly.
Example:
If the funder prioritizes college access for low-income youth, skip general education stats and focus on:
- High school graduation rates
- FAFSA completion rates
- College enrollment and retention among your program participants
✅ Action Step:
Highlight 2–3 key phrases or focus areas from the funder’s guidelines and match them with internal metrics you already track.
Tip #2: Reframe Your Existing Data to Fit the Funder’s Lens
You don’t always need new data—you may just need to reframe what you already have.
Example:
Let’s say your organization runs an afterschool program that improves attendance and academic performance. If one funder cares about academic success and another about mental wellness, you can present the same program in different ways:
- For Funders Focused on Education:
“92% of students showed improved reading scores after 6 months.” - For Funders Focused on Mental Health:
“78% of students reported feeling more confident and less anxious after participating in group tutoring sessions.”
✅ Action Step:
Write two versions of your core outcome statement—one emphasizing academic gains, one emphasizing emotional or behavioral benefits.
Tip #3: Include Community-Level Data That Speaks to the Funder’s Mission
External data can help frame the problem you’re solving. The key is to make sure that it’s relevant and connected to the funder’s focus.
Example:
Let’s say a foundation is focused on closing racial health disparities. Instead of citing general poverty stats, use local health data showing:
- Rates of chronic illness among specific populations
- Mental health access gaps by race or ethnicity
- Hospitalization rates in your community
Then tie that data directly to your program outcomes:
“Our community health workers serve ZIP codes where diabetes rates among Black residents are 2.5x higher than the state average. Last year, 82% of participants in our program reported improved diet and medication adherence.”
✅ Action Step:
Find one relevant external data point that reflects the community need in the same area the funder cares about.
Tip #4: Tailor Your Outcomes Section with Funder-Specific Metrics
The outcomes section is where your proposal either shines or sinks. Tailoring it to a funder’s specific interest is a game-changer.
Generic version:
“We aim to improve outcomes for youth through mentoring and academic support.”
Tailored version for a STEM-focused funder:
“Our STEM mentoring program served 250 high school girls last year. 89% enrolled in an AP math or science course, and 72% expressed intent to pursue a STEM-related college major.”
See the difference? One is broad. The other is direct, specific, and strategic.
✅ Action Step:
Replace any broad outcome goals in your proposal with specific, measurable, funder-relevant metrics.
Tip #5: Use “Mirror Language” to Build Connection
When a funder says they care about “economic mobility,” you should say “economic mobility.” Not “income support,” not “poverty reduction”—mirror their language in your outcomes, objectives, and metrics.
Why? It shows funders that you speak their language and understand their goals. It also makes your application easier to read and evaluate against their criteria.
Example:
Funder says: “We fund organizations promoting educational equity for students of color.”
You write: “Our program promotes educational equity by increasing college enrollment for Black and Latino students in underserved districts.”
✅ Action Step:
Do a keyword scan of the funder’s website and materials. Choose 2–3 phrases they use consistently and reflect those exact terms in your proposal.
Tip #6: Avoid “Data Dumping”
Once you know what data to use, don’t overwhelm the reader. Tailoring your data isn’t about using more—it’s about choosing what’s most relevant.
Stick to 2–3 high-impact stats per section:
- 1 metric about the need
- 1–2 metrics about your outcomes
- Optional: 1 quote or brief story that brings the data to life
Example:
“In the 2022–2023 school year, our organization provided 1:1 tutoring to 312 students in grades 6–12. 91% improved by at least one letter grade, and 74% reported increased motivation. As one student said, ‘I stopped skipping school because now I feel like someone actually cares if I’m there.’”
✅ Action Step:
Audit your draft and cut any statistic that doesn’t directly support the funder’s focus. Simplify and clarify your strongest data points.
Final Thought: Funders Want to See Themselves in Your Work
The goal of tailoring your data isn’t to change what you do—it’s to communicate your impact in a way that aligns with each funder’s unique mission. When funders see themselves and their values reflected in your data, they’re more likely to say yes.
Quick Recap: 6 Ways to Customize Your Data for the Right Funder
- Study their language, priorities, and past grants
- Reframe existing data to match their focus
- Use external community data that aligns with their mission
- Tailor your outcomes with funder-relevant metrics
- Mirror their language throughout your proposal
- Choose 2–3 powerful, targeted stats—no more, no less
Customizing your data is one of the simplest and most effective ways to stand out in a competitive funding landscape. It doesn’t require new programs or new evaluation tools—just a thoughtful approach to how you present the impact you’re already making.
Need help translating your outcomes into funder-ready language? Let’s work together to make your next proposal your strongest one yet.