Receiving grant money can unlock serious financial leverage for your company, but in reality, getting there isn't easy. Securing grant funding isn't just about filling out an application—it involves in-depth research, detailed budgeting, organization, collaboration, compliance, and strategic planning.
Ever wonder how long does it take to write a grant application? A week? A month? If you're curious about how long it really takes to write a grant and the process involved, we'll break it down step by step in this guide. We cover timelines, cost estimates, people power, and best practices to help you plan for success.
If the sheer thought of grant writing is overwhelming, working with a non-dilutive funding expert like Panna can help streamline the process and improve your chances of success.
How Difficult is Grant Writing?
Grant writing is a highly competitive, time-consuming, and labor-intensive process. In addition to crafting a compelling proposal, you must:
Have a clear understanding of eligibility and the funding program
Research previous successful applications
Develop a detailed project plan and budget
Coordinate multiple contributors and stakeholders
Ensure compliance with grant requirements
Follow post-award grant management and reporting
While estimates suggest experienced grant writers have a 40-60% success rate, some of the more complex federal grants are even more competitive.
How Long Does It Take to Write a Grant Proposal?
The time required varies based on the complexity of the grant. Below is a breakdown of estimated hours for low-barrier vs. large grants:
Smaller grants usually have straightforward application requirements, while large grants require detailed business plans, financial models, and long-term impact assessments.
Who is Involved in Grant Writing?
Grant writing is rarely a one-person job. A well-prepared grant application requires a collaborative effort from a team of experts, with each playing a specific role.
The more complex the grant, the more people and time are involved. Large-scale grants can involve 10+ stakeholders, making project management crucial.
Breaking Down the Grant Writing Process
1. Pre-Planning Phase (1–2 Weeks | 20–40 Hours | $1,000–$3,000)
Laying the Foundation for a Strong Proposal
Before you start writing, it's important to assess your project to see if it is a fit with the grant. Carefully reviewing the grant guidelines will help you understand eligibility requirements, funding priorities, and submission criteria. Here are some other tips to help you during the initial stages of grant writing:
Confirm your eligibility early—each grant has specific requirements related to industry, project scope, and applicant type. Applying for a grant that doesn't align with your project scope wastes valuable time and resources.
Align your project with funder priorities by identifying key themes and objectives in the grant guidelines. Funders are more likely to invest in proposals that directly support their mission.
Research previously funded projects to see what types of proposals have been successful in the past. Many funding agencies provide public records of awarded grants, which can offer insight into expectations.
Map out key deadlines and milestones to stay on track. Large grants can take months to complete, and missing an internal deadline can delay submission. A structured timeline helps ensure all components—narrative, budget, and supporting documents—are completed on time.
Secure internal buy-in early by discussing expectations with leadership, finance teams, and project collaborators. Many applications require financial data, letters of support, or organizational commitments, so it's crucial to involve decision-makers early to prevent delays when approvals are needed.
2. Proposal Development (4–8 Weeks | 80–150+ Hours | $5,000–$15,000)
Building the Core of Your Grant Application
This Phase includes developing a compelling proposal narrative, financial planning, and collecting documentation.
Introduction & Executive Summary: Summarizes the project's scope.
Statement of Need: Demonstrates why the funding is required.
Project Plan & Methodology: Provides detailed steps on how the funding will be used.
Budget Justification: Provide details and explanations for all costs.
Impact & Evaluation: Outlines how the prospective recipient will measure the project's success.
Each section requires writing, editing, and input from multiple stakeholders.
3. Review & Submission (1–2 Weeks | 20–40 Hours | $1,250–$4,000)
Polishing and Submitting the Grant
Internal Review: The team reviews the grant for clarity and consistency.
External Review (if applicable): Some organizations hire external reviewers for feedback.
Final Edits & Compliance Check: Ensures all required sections are complete.
Submission Process: Formatting, proofreading, and uploading to the grant portal.
Grant applications must be error-free and fully compliant—even minor mistakes can lead to rejection.
4. Post-Submission & Follow-Up (Ongoing | 10–20 Hours | $500–$1,500)
What Happens After Submission?
Confirm receipt of the grant application.
Prepare responses for follow-up questions from reviewers.
If awarded, begin implementation and compliance reporting.
If rejected, request feedback and revise for future submissions.
Don't get discouraged if your grant is rejected. Many grant providers encourage resubmissions with improved applications.
Total Estimated Time & Cost for Grant Writing
Costs can vary depending on whether you write the grant in-house or hire external experts.
Common Mistakes That Can Delay the Grant Process
Starting too late – Some grants take months to write. Rushing without adequate support can lead to errors.
Ignoring guidelines – Funders are strict. Applications that miss the deadline are rejected immediately.
Weak budgets – An unrealistic or unsupported budget raises red flags.
Poor documentation – Missing key documents can delay approval or lead to rejection.
How to Speed Up the Grant Writing Process
If you're short on time, here's how to make the process more efficient:
Use grant templates – Save time by using pre-built proposal structures.
Start early – Give yourself ample time to complete the grant.
Hire professionals – A funding expert like Panna, can ensure your grant is competitive, meets all criteria, and sets you up for success.
Use project management tools – Trello, Asana, or Monday.com to help track progress.
Get internal buy-in early – Engage stakeholders from the beginning to avoid delays.
Final Thoughts: Is Writing a Grant Worth the Time and Effort?
Grant writing requires a significant time investment, expertise in various areas, and resources. While it may take weeks or months to prepare an application, the potential funding can provide critical support for your business or project—without giving up equity.
If your organization lacks the capacity to manage a full grant application internally, partnering with a funding expert like Panna can help you maximize your chances of success.