Summer is a quieter season for many nonprofits—but it’s also the perfect time to prepare for fall grant deadlines. From September through December, grant calendars fill quickly, competition intensifies, and opportunities open and close fast. If you wait until August or September to get organized, you’ll be behind.
That’s why July is your golden window. You can lay the groundwork now to ensure your organization is ready to submit strong, timely, and complete applications when funding becomes available. Whether you’re new to grant writing or a seasoned nonprofit leader, the following steps and tools will help you get grant-ready before the busy season hits.
✅ Step 1: Conduct a Grant Readiness Assessment
Before you jump into writing, take stock of your current capacity. A grant readiness assessment helps you evaluate what materials you have on hand—and what’s missing.
Key questions to ask:
- Do we have an updated mission, vision, and organizational overview?
- Are our finances in order and easy to access?
- Do we have current program data and impact metrics?
- Is our leadership and board ready to support upcoming proposals?
📌 Tool to Use:
Try this free Grant Readiness Checklist from Instrumentl or create a shared checklist in Google Docs or Notion with your team.
🧾 Step 2: Gather & Update Core Documents
Most grant applications require the same core documents. Preparing these in advance will save you hours later and help avoid last-minute scrambling.
Core documents to prepare:
- IRS Determination Letter
- Organization budget
- Program/project budget
- Most recent 990 or financial statement
- Board list with affiliations
- Organizational chart or staff bios
- Letters of support or MOUs (if applicable)
Make sure everything is up-to-date, properly formatted, and stored in one central folder (ideally cloud-based).
📌 Tool to Use:
Create a “Grant Folder” in Google Drive or Dropbox with subfolders for each type of document, labeled and dated for easy access.
📊 Step 3: Organize Your Impact Data
Most funders want to know what kind of change you’re making—and they expect to see data that proves it. Now is the time to clean up and organize your program outcomes, testimonials, and success stories.
Tips to strengthen your data story:
- Identify 3–5 key metrics tied to your mission (e.g., students served, meals delivered, clients housed).
- Organize your data by quarter or program year.
- Pull 1–2 strong client testimonials or stories with clear outcomes.
📌 Tool to Use:
Use a spreadsheet to organize quantitative data, and a shared document to collect qualitative stories. Tools like Airtable or Salesforce can also be helpful for tracking longer-term outcomes.
🔍 Step 4: Research Fall Grant Opportunities
Many grant cycles open or reopen in the fall. Use July to conduct proactive research so you know what’s coming—and can plan accordingly.
What to look for:
- Local foundations that support your focus area
- Government RFPs or contracts that align with your services
- Re-granting agencies or community foundations with fall deadlines
📌 Tool to Use:
- Foundation Directory Online (paid)
- Candid’s free search tool
- GrantStation, Instrumentl, or FundsforNGOs
- For local opportunities: Check your community foundation’s website and state nonprofit association
📌 Pro Tip:
Create a simple grant calendar that includes funder names, deadlines, amounts, and requirements. A shared spreadsheet or Google Calendar can do the job.
✍️ Step 5: Polish Your Case for Support
Your case for support is the backbone of every grant application. It tells funders who you are, what you do, and why your work matters—clearly, concisely, and compellingly.
A strong case for support includes:
- A clear problem statement (why your work is needed)
- Your organization’s solution (programs, methods, services)
- Evidence of impact (data + stories)
- What makes you unique
- A specific funding ask and the outcomes it will support
📌 Tool to Use:
Use Canva or Google Docs to create a branded 2–3 page case for support PDF. This document can be adapted for grant proposals, donor packets, and funder conversations.
📌 Bonus Tip:
Have at least 2–3 team members or board members review your case for clarity, alignment, and emotional impact.
🧠 Step 6: Clarify Your Internal Grant Roles
Grant writing isn’t just the job of one person. It requires input from leadership, finance, program staff, and development. Use July to clarify who owns what in the grant process.
Define roles such as:
- Primary writer/editor
- Data provider (program staff)
- Budget preparer (finance or ED)
- Final reviewer
- Board support or signatory
📌 Tool to Use:
Create a simple RACI chart (Responsible, Accountable, Consulted, Informed) to outline grant-related responsibilities. Tools like Asana or Trello can also help track the workflow from draft to submission.
🔁 Step 7: Schedule Review & Prep Time Now
Avoid the “we need this tomorrow” panic. Block off grant prep time on your calendar now, even if you’re not 100% sure which grants you’ll pursue. A little buffer goes a long way.
Try This:
- Schedule a weekly 1-hour grant prep block in July and August.
- Hold a monthly check-in with your team to review funding opportunities.
- Assign a team member or volunteer to monitor deadlines and updates.
📌 Pro Tip:
Don’t forget post-award tasks! Assign someone to track grant reporting requirements and ensure compliance once funding is received.
Final Thoughts: Slow Season, Smart Prep
While July may feel like a sleepy month, it’s actually one of the most strategic times for grant readiness. By getting organized now, you’ll reduce stress later, submit stronger applications, and increase your chances of funding success.
Let’s recap your grant-ready checklist for July:
- ✅ Complete a grant readiness assessment
- 📁 Organize and update your core documents
- 📊 Gather current program data and impact stories
- 🔍 Research upcoming grant opportunities
- ✍️ Refine your case for support
- 🤝 Clarify internal roles and responsibilities
- 🗓️ Block out time for writing and submission prep
Doing these things now won’t just help you meet deadlines—it will help you tell your story more powerfully, respond quickly to new opportunities, and build long-term funder relationships.
Need help getting grant-ready?
I work with nonprofits at all stages of development to build systems, craft compelling proposals, and design sustainable funding strategies. Let’s schedule a strategy session to assess your readiness and prepare you for fall success.