The Life of a Grant Writer

With the recent release of Taylor Swift’s new album, I’ve been reflecting a lot on… wait for it… The Life of a Grant Writer. Let me take you behind the curtain.

When most people think about grant writing, they picture someone sitting down to fill out an application or write a proposal. But in reality, the writing is only one piece of a much bigger process.

Behind the scenes of every strong proposal are months of coordination, planning, relationship building, and follow-up. Grant writing isn’t just about writing, it’s about managing a complex project with multiple moving parts, often happening at the same time across different stages.

It’s not exactly the Eras Tour, but if Taylor can manage a 44-song setlist night after night, grant writers can juggle six deadlines, three budgets, and one last-minute application that comes out of nowhere.

Here’s what that looks like: six acts in The Life of a Grant Writer:

Act I: Research — Setting the Stage

Before anything gets written, there’s research. Lots of it.

This is where you figure out which funders are actually a fit for your organization. It means reading through guidelines, looking at who they’ve funded before, and learning what kinds of projects or outcomes they care about most.

The more aligned your proposal is with their goals, the better your chances. If the fit isn’t right, it doesn’t matter how good your writing is, it probably won’t land.

If you want to make this step a little easier, that’s what I created The Grant Circle for. Each month, I do the research for you and send a curated list of Canadian grant deadlines

straight to your inbox. It’s one less thing to worry about in Act I.

Act II: Outreach and Meetings — Warming Up the Crowd

Here’s a step a lot of organizations skip, but it can make a huge difference.

Before you start writing, try connecting with the funder first. Join an info session, send an email, or ask a few thoughtful questions. It’s a great way to start a relationship and help them see you as real people doing meaningful work, not just another application in the pile.

Sometimes you’ll even pick up useful insider insights, like which program is the best fit or what outcomes they’re most focused on. It’s kind of like getting the setlist before the concert. When your proposal lands later, your name will already sound familiar.

Act III: The Letter of Intent (LOI) — The Dress Rehearsal

Some funders ask for a Letter of Intent (or Expression of Interest) before the full application.

An LOI is your chance to introduce your project and show that your work aligns with their priorities. It’s short, focused, and often determines whether you’ll be invited to submit a full proposal.

Keep it simple, clear, and personal. You want to leave a strong first impression that gets them excited to see more.

Act IV: Grant Writing — Showtime

This is the part most people think of when they hear “grant writing.”

By the time you get here, you’ve already done most of the work: planning, research, and gathering details. The writing stage is where it all comes together.

This is your chance to tell your story, connect the dots, and show how your work creates real impact. You’re not just answering questions, you’re helping funders see why your project matters.

If you want to strengthen your writing process, check out Five Tips for Writing a Winning Grant.

Act V: Submission — The Final Bow

Grant deadlines rarely move, and missing one means all that work goes out the window.

Submitting isn’t just uploading your document, it usually involves collecting financials, budgets, letters of support, your board list, and sometimes audited reports.

Every funder wants something slightly different, so staying organized (and reviewing the guidelines) is key.

Act VI: Reporting and Stewardship — The Encore

The curtain falls, you’ve received the grant, and your project is underway, but it’s not over yet.

Reporting is your opportunity to show what the funder made possible. Throughout the project, track your outcomes and gather stories, feedback, and data you can share later.

It’s also the time to nurture that relationship. Send updates, share photos or quotes, and invite them to see the work in action. Funders want to know their investment made a difference, and that’s what leads to long-term partnerships.

Final Thoughts

Grant writing might not come with bright lights or sold-out crowds, but it does take strategy, timing, and a lot of heart. Each act, from research to reporting, plays an important role in keeping your organization’s work funded and moving forward.

And if you want to start strong, join The Grant Circle. Each month, I send curated Canadian grant deadlines, themed bonus lists, and practical grant writing tips to help you save time and focus on what really matters: your mission.