Grant Writing Tips

A strong grant application clearly explains your school community’s need, how your PTA plans to address it, and the difference the funding will make. Use the tips below to create a clear, organized, and competitive application.

​

​

Find the Right Grant

Review the grant requirements before starting the application. Confirm that your PTA is eligible, the project fits the purpose of the grant, and the funding can be used for your planned expenses.

Pay close attention to deadlines, project dates, award amounts, reporting requirements, and required documents. Sign up for National PTA newsletters and check the Louisiana PTA and National PTA grant pages regularly.

 

Know the Grant Provider

Learn about the organization offering the grant. Review its mission, priorities, goals, and past grant recipients.

Use this information to explain why your PTA’s project is a good match. Do not simply repeat the grant description. Show how your project supports the grant provider’s goals.

 

Clearly Explain the Need

Begin with a specific need in your school community. Explain who is affected, why the need matters, and how you know the need exists.

You may include:

• Family or teacher surveys

• School or community data

• Event participation numbers

• Teacher feedback

• Family testimonials

• Requests from students or families

Focus on the need your project will address, not only the items you want to purchase.

 

Describe Your Project

Help the reviewer understand exactly what your PTA plans to do.

Include:

• The project or program name

• Who will participate

• When and where it will take place

• The activities being planned

• The number of students and families expected

• How the program will be promoted

• Who will help organize it

Avoid vague statements. Describe what families will do, learn, or receive.

 

Tell One Connected Story

Every part of the application should support the same plan:

Need → Project → Budget → Results

For example, if families need more support with reading at home, the project might be a family literacy night. The budget could include books and activity materials, and the expected result would be families leaving with books and practical reading strategies.

 

Show the Impact

Explain what will change because of the grant.

Consider:

• How many students and families will benefit?

• What will participants learn?

• What materials or support will they receive?

• How will the project strengthen family engagement?

• Can any part of the project continue after the grant ends?

Focus on the results of the project, not only the activities.

 

Use Measurable Goals

Use clear and realistic goals whenever possible.

Examples include:

• At least 100 students and caregivers will attend.

• The PTA will distribute 150 books.

• Twenty volunteers will assist with the program.

• Eighty percent of surveyed families will report learning something they can use at home.

Make sure your goals match the available funding, timeframe, and number of volunteers.

 

Include Family Engagement

Show how families will actively participate in the program instead of simply attending.

Family engagement may include:

• Parent and student activity stations

• Take-home learning materials

• Family discussions or demonstrations

• Multilingual resources

• Volunteer opportunities

• Childcare or transportation assistance

• Accessible activities and locations

Always confirm that these expenses are permitted by the grant.

​

Create a Clear Budget

The budget should match the project described in the application. List specific expenses instead of using broad categories.

Instead of writing:

Supplies: $1,000

Write:

• 100 books at $6 each: $600

• Family activity materials: $250

• Printing and translated resources: $150

Check your calculations and confirm that every expense is allowed. The total budget should match the amount requested throughout the application.

​

Answer Every Part of the Question

Read each question carefully. Some questions ask for several pieces of information in one response.

Make sure you:

• Answer every part of the question

• Include specific examples

• Stay within the word or character limit

• Use the same dates, totals, and participation numbers throughout

• Avoid repeating the same information in several sections

 

Use Clear and Confident Writing

Keep your answers direct and easy to understand.

Instead of writing:

“We hope this grant may help us offer a program for families.”

Write:

“This grant will allow our PTA to provide a free literacy program for 150 students and caregivers.”

Avoid unexplained abbreviations, long introductions, vague statements, and promises your PTA cannot realistically keep.

 

Explain How You Will Measure Success

Choose simple ways to determine whether the project met its goals.

You may track:

• Attendance

• Number of students served

• Materials distributed

• Family survey results

• Volunteer participation

• Teacher feedback

• Participant comments

• Photos, when proper permission has been received

Your evaluation should connect directly to the goals listed in the application.

​

Ask Someone to Review It

Ask someone who did not write the application to proofread it before submission.

The reviewer should check:

• Did we answer every question?

• Is the need clear?

• Does the budget match the project?

• Are the goals realistic?

• Are the spelling and grammar correct?

• Do all names, dates, amounts, and totals match?

A second set of eyes often catches missing details and confusing wording.

 

Submit Early

Do not wait until the final minutes before the deadline. Online forms can freeze, attachments may not upload, and passwords may not work.

Before submitting:

• Draft answers in a separate document

• Save copies of required attachments

• Review the complete application

• Submit at least one day early

• Save a copy of the application

• Save the confirmation email or screenshot

 

After Receiving a Grant

Carefully review the grant agreement before spending any funds.

Your PTA should:

• Add the grant to the approved budget

• Spend money only on approved expenses

• Keep all receipts and invoices

• Track participation and results

• Recognize the grant provider when required

• Submit reports and photos by the deadline

• Request approval before making major changes

 

Common Grant Writing Mistakes

Avoid these common problems:

• Applying without confirming eligibility

• Waiting until the deadline to begin

• Describing purchases without explaining the need

• Using vague or overly general answers

• Leaving part of a question unanswered

• Requesting expenses that are not allowed

• Submitting an inaccurate budget

• Forgetting family engagement

• Using different numbers throughout the application

• Missing required documents

• Submitting without proofreading

 

Grant Resources

Check these resources regularly for current opportunities:

• Louisiana PTA Grants

• National PTA Grants and Awards

• National PTA Center for Family Engagement

• Grants.gov

• Local education foundations

• Community foundations

• Hospitals and healthcare organizations

• Banks and credit unions

• Utility companies

• Local businesses

• Colleges and universities

• Arts councils and service organizations

 

Final Application Checklist

Before submitting, confirm that your PTA has:

• Verified eligibility

• Completed all affiliation requirements

• Read the full grant instructions

• Answered every question

• Clearly explained the need

• Described the project and expected impact

• Included measurable goals

• Included meaningful family engagement

• Created an accurate budget

• Confirmed that all expenses are allowed

• Explained how success will be measured

• Uploaded every required document

• Proofread the application

• Saved a complete copy

• Submitted before the deadline

Grant opportunities and requirements may change. Always review the current application instructions before making purchases or beginning the project.