Grant Writing Tips: Words to Use and Avoid

Words are like spells. When we use the right ones, they can create clarity, connection and sometimes even funding magic. But the wrong words? They can leave funders confused, uninspired, or unsure if your project is the right fit.

Even small changes in how you describe your work can make a big difference. A few word swaps can turn a vague or heavy proposal into one that inspires funders to say yes. 

Below are some common language mistakes to avoid (and what to say instead) so your grant application is as strong and impactful as the work you’re doing.

1. Keep it Positive and Hopeful

Funders need to understand the challenges your organization is addressing, but they also need to believe that change is possible. If your proposal feels too heavy or hopeless, it can make your work seem out of reach, even if it’s not.

❌Avoid: Struggling, suffering, disappointing, hopeless, devastating

✅Instead, try: Challenge, unmet need, opportunity for change

Example: “Our youth are struggling with devastating mental health outcomes.” Could become: “Our program addresses the barriers youth face in accessing mental health care and creates new pathways for early support.”

2. Cut the Jargon

If a funder needs a dictionary (or a degree in your field) to understand your application, they’re less likely to fund it. Avoid acronyms, overly technical terms, or buzzwords that don’t add real meaning.

❌ Avoid: CBPR, DEI, wraparound supports, upstream solutions, systems navigation

✅ Instead try: explain what you actually mean. Use plain, descriptive language that paints a clear picture.

Example: “We use a trauma-informed, culturally responsive approach co-designed with community members.” Could become: “We design programs in partnership with the people we serve, drawing on their lived experiences and strengths to ensure services are safe, respectful, and relevant.”

3. Skip the Sales Tactics

Grant writing isn’t about pressure or persuasion, it’s about alignment. Funders are looking for clarity, purpose, and a sense of shared values. Language that feels overly emotional or urgent (like fear or guilt appeals) can sometimes distract from the heart of your proposal.

❌Avoid phrases like: Act now, before it’s too late, no hope, this is our last chance

✅Instead focus on what’s possible. Share the tangible outcomes their support will help you achieve.

For example: “With your support, we can expand our program by 25% this year, reaching an additional 100 families with mental health services.”

4. Be Specific and Confident

Vague or hesitant language can make your proposal feel uncertain. Funders want to know that your organization has a clear plan and the ability to follow through. Confidence is contagious. When you believe in your work, and your words show it, funders are more likely to believe in it too!

❌ Avoid: We hope to, we aim to, we might, approximately, possibly, if we’re able to…

✅ Try: We will, we are, our program engages 100 participants…

For example: “We aim to provide approximately 8–10 workshops if capacity allows.” Could become: “We will deliver 10 workshops between September and December 2025, reaching 150 participants.”

5. Use Inclusive, Unbiased Language

Funders are increasingly looking for proposals that align with inclusive values. That means being intentional with language, avoiding stereotypes, and not reducing people to their circumstances. 

❌ Avoid outdated terms like: the homeless, substance abusers, immigrants. These terms can come across as stigmatizing. They often put the focus on what people “lack” instead of the barriers they face or how systems have failed them.

✅ Instead, use language that is person-first and emphasizes systemic context, not personal blame: facing barriers, equity-denied communities, people experiencing homelessness, people who use substances, newcomers to Canada

For example: “We work with youth and families facing systemic barriers related to housing, education, and mental health.”

Want a Second Set of Eyes on Your Grant?

The right words really can make all the difference and if you’re feeling unsure about how to say what you do (or just want a little extra support), I’m here to help. Book a free consultation call, and let’s chat about how I can support your next grant!