Books and Resources to Start Strong
Grant writing relies on understanding funder priorities, proposal structure, and the psychology of decision-making. These books provide the foundation you need to move from interested to competent. Start with one or two that match your learning style, then build your library as you take on clients.
The Foundation Center’s Guide to Proposal Writing by Jane C. Geever
This is the industry standard for grant proposal mechanics. It covers needs statements, project descriptions, evaluation plans, and budget narratives—the exact sections funders evaluate. You’ll reference this book repeatedly when writing your first 10 proposals, and it legitimizes your process when explaining your approach to clients.
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The Art of Asking: Using Strategic Questions to Open Doors and Get What You Want by Bryant
Grant writing isn’t just writing—it’s uncovering what funders care about and what your client actually needs. This book teaches you how to ask the right questions during client interviews so you understand their true impact, their challenges, and their measurable outcomes. Better discovery leads to stronger proposals.
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Nonprofit Grant Writing: Step-by-Step by Bonnie Karlson
If you want a more accessible, walkthrough-style guide, this book breaks down the process into digestible steps with real examples. It’s especially helpful for writers new to nonprofit terminology and funder expectations. Less theoretical than Geever, more immediately actionable.
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Grantwriting Beyond the Classroom by Gabriella Herrmann
This book bridges the gap between learning grant writing in theory and doing it in real client projects. It covers common mistakes, client management, building a sustainable practice, and pricing—all things you won’t find in pure technical guides. Highly relevant if you’re building this as a business.
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Equipment You Need
Grant writing requires less equipment than most businesses, but what you have matters for professionalism, productivity, and client management. You can start lean and add tools as your workload grows.
Computer and Software
- Reliable laptop or desktop: A computer capable of running Microsoft Office and web browsers without significant lag. Most grant databases and funder websites are browser-based, and you’ll work in Word extensively.
- Microsoft Office or Google Workspace: Funders expect Word documents (.doc or .docx format), not Google Docs. Microsoft Office is the standard. Budget $70–$100 annually for a subscription.
- Adobe Reader: Many RFPs and grant guidelines are PDFs. Free, but essential.
- Grammar and editing software: Grammarly Premium ($144/year) catches errors before you submit, which directly protects your reputation. Some grant writers also use ProWritingAid ($120/year).
Research and Database Access
- Grant database subscriptions: Grants.gov (free federal access), Foundation Directory Online (paid, $195–$995/year depending on tier), or GrantStation ($2,500–$5,000/year). These are not optional—they’re where you find funding opportunities. Start with Grants.gov; upgrade to a premium database as your client list grows.
- IRS 990 lookup: Guidestar.org (free) lets you research nonprofit financials and giving patterns. Critical for prospect research.
Client Communication and Management
- Email provider: Use a professional email (not Gmail personal account). Gmail Business ($6–$18/month) or a dedicated domain email through your hosting provider.
- Project management tool: Asana, Monday.com, or Trello help you track deadlines, funder requirements, and deliverables. Free versions exist; most grant writers use free tiers starting out.
- Document sharing and storage: Dropbox, Google Drive, or OneDrive for secure client file sharing. You’ll have confidential nonprofit data, so security matters.
Research and Writing Tools
- Spreadsheet software: You’ll build budgets, timeline matrices, and data tracking sheets in Excel or Google Sheets.
- Reference management: Zotero (free) or Mendeley help you organize grant research, funder guidelines, and proposal examples.
- Dictionary and thesaurus: Merriam-Webster and Thesaurus.com are free online, but some writers invest in Scrivener ($45 one-time) for organizing long documents.
Office Setup
- Desk and chair: You’ll sit for hours writing and researching. A decent ergonomic chair ($150–$300) and stable desk prevent back strain and long-term injury.
- Second monitor: Optional but valuable. Reference an RFP on one screen while writing in Word on the other. $100–$200 for a basic 24-inch monitor.
- Printer: Not essential for daily work, but helpful for reviewing hard copies of proposals before final submission. A basic inkjet ($80–$150) is sufficient.
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What to Buy First vs Later
Start with the absolute essentials, then invest as revenue grows and your needs become clear.
- First (Month 1): Reliable computer, Microsoft Office, Grants.gov access, professional email, and a grammar tool like Grammaly. Total startup: under $500.
- Second (Month 2–3): A paid grant database subscription (Foundation Directory Online) and a project management tool. These directly improve your ability to find opportunities and manage multiple deadlines.
- Later (Month 6+): Premium database tiers, a second monitor, better office furniture, or specialized research tools. Buy these once you have consistent client revenue to justify the cost.
New vs Used Equipment
For most items, new is the smarter choice. Grant writing is a knowledge-based business—your equipment’s primary job is to reliably support your thinking and client communication. A used $150 office chair might save you money upfront but cost you in back pain. A cheap laptop that crashes mid-proposal costs you far more in lost time and damaged client relationships.
The one exception: office furniture. Used desks, filing cabinets, and even chairs from Facebook Marketplace or local office liquidators save 30–50% with minimal risk. Software and computers should be new or certified refurbished from reputable sellers to ensure reliability and warranty coverage.
Where to Buy
- Amazon: Computers, monitors, office furniture, and accessories. Use the links above.
- Best Buy: Computers and peripherals with local pickup and return options.
- Staples or Office Depot: Office furniture, monitors, and supplies.
- Facebook Marketplace or Craigslist: Used office furniture and secondhand equipment at steep discounts.
- Direct from software providers: Microsoft, Adobe, and Grammarly offer the best pricing and licensing transparency on their own websites.
- Foundation Center and grant database vendors: Purchase subscriptions directly from GrantStation, Foundation Directory Online, or through your local library system (many libraries offer free or discounted access).