Grant writing can be time-consuming and challenging, but AI tools like DeepWriter can simplify the process. By automating tasks like research, drafting, and editing, AI helps organizations save time, improve efficiency, and focus on their goals. Here’s how you can use AI to streamline grant writing:
- Organize Your Data: Gather key documents like mission statements, financial records, and program details. Create a searchable content bank to speed up the process.
- Choose the Right AI Tool: Look for features like strong research capabilities, support for long documents, and easy file sharing.
- Find the Best Grants: Use AI to analyze opportunities, match grants to your goals, and identify key requirements.
- Write and Refine Proposals: Break the grant into sections, let AI draft content, and customize it to align with your organization’s voice.
- Collaborate Effectively: Assign tasks, use shared tools, and review drafts as a team to ensure consistency and accuracy.
AI doesn’t replace human expertise – it enhances it. By combining AI’s efficiency with your team’s insights, you can create stronger proposals and increase your chances of success.
Step 1: Prepare Your Organization’s Data for AI Grant Writing
Step 1: Get Your Group’s Info Ready for AI Grants
To write a strong grant, you need good info. Give DeepWriter all your group’s facts. If your info is full and true, your AI writes grants that match what grant folks want. This step helps start all later steps.
Gather What You Need
Get all the main papers that show who your group is. Here is a list of what you should collect:
- Mission: Have the up-to-date mission statement nearby. This helps DeepWriter explain your goal in words funders like.
- Money Papers: Grant folks care about how you use money. Find your yearly report, checked money sheets, budget info, and tax forms. These papers show your group is good with cash.
- Old Grant Papers: Look over old grants you sent in. Check ones you won and ones you lost. Failed grants may have strong points, too. See what words and plans worked before, and save good ones.
- Program Info: Be clear, use facts, and keep things fresh. Add fact files, program checks, and reviews. Use real numbers, like how many people you help, to show your mark.
- Team and Means Info: Get top staff resumes, team lists, and notes about tools and places. This shows you have the people and things to do the work.
- Notes of Support and Groups: Add notes from leaders or partners. MOUs can show you work well with others.
- Impact Facts: Use surveys, checks, and studies that show your work’s worth. Pics and quotes can help too, but get okay to use them.
Make a Content Bank
After you grab your files, sort them well. A built content bank helps DeepWriter and your team find things fast.
- Sort by Type: Make folders for things like "Group Info", "Money", "Old Grants", "Program Info", and "Impact." Name files so you know what and when (like "Yearly Report 2024").
- Use Same Words: Call your work and teams by the same names each time. This helps AI use the right words.
- Make a Main Fact Paper: List key facts – like your start date, cash size, staff count, and top programs. This short sheet is a fast way to check info.
- Go Digital: Scan or turn all papers into files you can search. PDFs or docs help DeepWriter get what it needs.
- Keep It Fresh: Check and fix your bank often. Add new scores and money info. Take out old files, so you’re always up to date.
You can also save time if you make stock answers for parts of the grant you use a lot. Most grants ask the same things about your group and goals. If you write some set lines now, you will answer fast and keep info the same each time.
Step 2: Use AI for Grant Writing
Once your bank of notes and text is set, the next step is to pick out and set up an AI tool that will help write good grant work. This step is key to make sure your work fits what funders want.
How to Pick the Best AI Writer for Grants
Not all AI is the same. Some do better with grants. Here is what to look for:
- Good Research Writing grants needs looking into hard topics, joining bits of info, and backing up what you say with proof. Pick an AI that can look at strong sources and make good points.
- Works Well with Long Text Big grants can be long, even 50 pages or more. Your AI should work well with lots of text and keep things clear from start to end.
- Fast Source Check True facts are key. Pick an AI that gives you links to sources so you know your grant is correct and safe.
- Easy Ways to Share Files Grants are turned in as PDFs, Word docs, or in code for school grants. An AI tool that lets you save or share in many ways will help and save you time.
Once you find what you need, you can set it up to fit your group. Let’s look at how to get DeepWriter to work for you.
Set Up DeepWriter for Your Group
DeepWriter is good at deep research and making long, clear text. Its smart system helps gather proof, check facts, and build points that make sense and lead people to agree with you.
Get Started Go to deepwriter.com to sign up. Pick a plan that fits your group. If you do not write many grants, the first plan costs $29 each month and works well. If you write many or longer grants, the next plan is $59 each month and can help with files up to 275 pages.
Try it on a Small Task Before working on a big grant, test DeepWriter on a short job, like a letter to a funder or just part of a grant. This lets you learn how it works and change small things so it fits what you need.
When set up in the right way, DeepWriter can help you make strong, clear grant work quickly and with less stress.
Step 3: Find and Analyze Grant Opportunities with AI
Step 3: Use AI to Find and Check Grant Chances
Looking for the right grant can be hard. There are so many choices. It can feel like trying to find a small thing in a big pile. With so many grants to pick from, checking each by hand is not easy at all. Here is where AI helps. AI can help you save time and save your energy. AI looks at all the grants that are out there and helps you find the best ones for you.
DeepWriter has smart tools that change the way you search for grants. You do not have to spend weeks looking at long grant forms or trying to see which are right. Instead, you let AI do the hard work for you. The AI gives you good info in no time.
Give Grant Info and Rules to DeepWriter
Start by giving the grant info to DeepWriter. When you do this, DeepWriter helps you see fast if the grant fits your needs, before you spend hours writing.
- Add the Whole Grant Form: Share the whole grant form, not just parts. This lets DeepWriter see all the rules, steps, and facts. You want the AI to have every detail it needs for a good check.
- Ask Direct Questions: Want to know who can get the grant or how the grant is scored? Ask things like, “What are the big points for this grant?” DeepWriter finds and shows these answers to you. Now you do not need to read long pages of hard text.
- Find Hidden Rules: Many grants hide key info in small words. For example, ask DeepWriter to, “Show me all key dates, rules for sending it in, and who can or can’t get the grant.” This helps you not miss small but big rules like if you need a partner or have to follow some format.
- Get Budget Info: Ask, “What are the money rules for this grant?” DeepWriter can tell you quick what you can ask for, what you can buy, and money limits.
Match Grants to Your Group’s Goals
After you check the rules, you need to see if the grant is a good fit for your group and your work. DeepWriter can look at both the grant info and your own facts. It helps you choose what grants are right for you.
- Check Mission Fit: Share your group’s main goal, project plans, and big ideas with the grant info. Next, ask, "Do our aims match what this grant wants?" The AI will show you where the work you do lines up with what the grant folks care about.
- Show Your Strong Points: Give facts about your team, wins you had, and what makes you stand out. Ask, "What good things do we have for this chance?" This lets you see what makes your group good for this grant before you write down your bid.
- Look at What You Need: See how what the grant asks for fits with what you have now. You might ask, "What things or friends do we need to finish this job?" This way you know your needs and do not take on too much.
- Check If You Can Win: Want to know your odds? Let DeepWriter look at your shot to win by the grant’s rules. It won’t tell you if you win for sure, but it can show what is good or weak in your papers, so you can make your grant bid better.
Step 4: Write and Refine Grant Proposals with AI
After you pick the best grant and know it fits your group’s goals, you can start to work on your grant text. Writing a good grant can take a lot of time and effort when done by hand. Many folks spend weeks or months on it. Now, with AI helpers, you can get this job done much faster. With smart tools, you may only need a few days. These tools also help you make your words sharp and clear.
Start by breaking up your grant into small parts. This helps you give care to each piece on its own. One by one, you will shape them into a strong whole.
Make Proposal Drafts, One Part at a Time
To make your grant better, work on each piece alone. Each part has its own goal and needs its own facts. When you take it step by step, it gets much easier. AI apps like DeepWriter can help you build first drafts that fit each part you need.
Begin with the summary. This is tough since you must fit your whole plan onto just one or two pages. Give DeepWriter a short, plain path of your work, your plan, and the problem it aims to solve. As an example, you can say: "Write a short summary for a plan to boost reading skills for low-income kids by 25% in one year with new ways to teach."
Next, write the project section. This tells what you want to do and why you are doing it. Give DeepWriter notes on how you will run your plan, your findings, your ways, and how long it will take. You may ask: "Draft a plan on how we will teach 50 teachers new reading tools in six months. Point out why these new ways beat old ones, and add proof to show it."
For the budget, AI can help you explain the price and why you need each item. Give lines such as $75,000 for pay, $15,000 for class goods, and $10,000 for trips. DeepWriter can write short and clear reasons for every cost.
AI can also make your success plan stronger. This part explains how you will check your results. Tell DeepWriter your aims, then ask for ways to track them. It might suggest new ways to watch how you do.
As you work, add in key facts about your group, your needs, and the skills of your team. When each part is done, put time into checking and fixing your words. Make sure your text sounds like you and fits with what the grant wants to see.
Review and Make AI Text Your Own
Text made by AI is just step one. You must check and change it to fit with what your grant needs and let your group’s voice show.
First, check all numbers, dates, and facts to make sure they are right. All tech, no matter how smart, can make mistakes, so you must look at every fact.
Then, tune the sound of your words to match your group’s style. If your talk is light or formal, change it so it fits. For example, if you say "kids" and not "youth", pick the word that suits you best.
Use words the funder likes. If they say things like "evidence-based practices", use those words in your form. This lets them know you get what they want and care about their needs.
Put real stories and facts in your form. While AI can be broad, your form should show real wins from your group. Do not use words that are not clear. Share small stories that let the funder see how your group helps.
Fit the way you write to match what the funder likes. Some want stories, some want facts and rules. Look at forms from past groups who got the grant. This will help you find the right way to write and what the funder looks for.
Make sure each part of your form leads to the next. If you write each part alone, the form may not feel whole. Read your form from start to end to see if it works as one piece. Cut out words you say more than once. Each part should help the next part and make your point clear.
Take out words you do not need so the form is sharp, short, and easy to read. AI can use too many words, but you should keep yours clean. People who read lots of forms like ones that get to the point and do not waste their time.
At the end, ask your group to read the form. New eyes can find spots you missed or spots that still need work. Give your form to someone who knows what you do but did not help write it. Use what they say to make your form better before you send it in.
Step 5: Work With Your Team and Finish Your Proposal
Grant writing is not done alone. The best plans come when people work together and help one another. When you ask for help from staff, budget people, numbers folks, and leaders, your work gets better. Mixing ideas made by AI with your team’s know-how gives you a strong proposal that can stand out.
But, when there is no clear way forward, team work can get messed up. To keep things simple, use plans and tools so work goes smooth and people stay on task.
Use Team Tools for Working Together
First, pick who does what job. Give each person tasks that fit what they do best. For example, the main planner may write what the project is about and what it wants to do. The money person can make the budget. The numbers person can work on how you will check if the project works.
Make a shared place online where all can change and see files. Sort papers by grant parts – like the main points, the project plan, the money needs, and extra info. This keeps folks in the loop and helps the work move in order from start to end.
For changes, use version labels. Put clear names and dates, like "SchoolGrant_Draft_Dec_1_2025_v2", so people know which file is new. This stops mix ups from too many edits at once.
Have team check-ins often to make sure all agree. Quick talks every few days help fix small problems and keep things moving. These short meets let you spot trouble before it gets big.
Instead of long emails, use notes in the file to talk about fixes or ask for help. Team members can leave their thoughts right on the file. It is easy to see what needs change or what should be clear.
Make sure to set due dates for every part before the big deadline. If grant is due December 15, aim to finish all parts by December 1. This gives you time to check and fix each part, so you can make your final work shine.
When people help each other and work well, what you get is a strong, clear plan.
Keep Work the Same and Clean in the Final Proposal
After your team works on the draft, join all parts to make one clean and neat file. Start by doing a full check to see if the style and facts fit together. Even though many people helped, the plan should sound like it is by one group.
Check that numbers match in each part. For instance, if you say you help 200 kids, make sure the budget and how you measure results also say 200. Small mistakes can make people not trust your work.
Use one style for all your writing. If one part is too stiff and another part too easy, the plan may seem broken. Keep words easy, clear, and right to the point, and keep everything looking smart and easy to read.
Look out for repeat facts. Lots of people can add the same things in, but saying stuff twice can make your work feel too long. Cut out what you don’t need, and keep the parts that matter most.
Make a main list for the rules of the grant. Go over your last draft and check everything, like how many pages you have, the size of your words, all the parts needed, and all papers you must send.
Let a new team member look at what you wrote. Someone who did not help write it may spot things you missed. Find a person who knows your field but did not work on it this time. Ask about clear things, like "Do you get the plan?" or "Does the money work out?"
Right before you send it, do a format check one last time. See that all headers, page marks, and notes are set up the same way and look good. Small errors can pull the reader’s mind away from what you wrote.
When done, save your work in more than one way, such as in Word and PDF. Try each file to make sure they open with no trouble. Some people who give money only take one kind of file. Always keep a spare copy so you don’t lose your work if there are last-minute problems.
To keep your mind calm, try to finish the grant a day before it is due. This little extra time helps a lot if you run into a tough spot as the clock runs out.
Best Practices for Using AI in Grant Writing
Building on the step-by-step process, these practices can help you use AI to streamline grant writing while ensuring the quality of your proposals remains top-notch. AI is a powerful tool, but it works best when paired with careful oversight and thoughtful use.
Fact-Check and Maintain Accuracy
AI has a tendency to generate incorrect or fabricated information, so you need to verify everything it produces. Double-check facts, numbers, and dates before including them in your proposal. While AI aims to assist, it doesn’t always get the details right.
"The AI providers say that their content can be wrong – and they’re right! So let AI give you something to work with, but never any final copy." – Matt Hugg, Grant Consultant & Coach [2]
Always confirm references and citations. Many grant reviewers are experts in their fields and will quickly spot inaccuracies or fake citations. Submitting unchecked information could hurt your credibility.
Base your work on reliable data. When AI suggests claims about your project or community needs, cross-check them with trusted sources like government reports, academic studies, or reputable nonprofits. This not only strengthens your proposal but also demonstrates your understanding of the topic.
You can also ask AI to review your draft from the perspective of a grant evaluator. Prompt it to identify weak areas or sections that need more evidence. While this feedback can be helpful, remember that it’s just one perspective and should be used as a supplement to your own expertise.
AI-generated content requires multiple rounds of review and refinement. While AI can speed up some processes, grant writing still demands a level of care and attention that only humans can provide. This combination of AI assistance and human oversight ensures your proposals are polished and professional.
Balance AI Assistance with Human Expertise
Once you’ve fact-checked AI-generated content, focus on integrating your organization’s unique voice. AI is most effective when it complements your ideas rather than replacing them. Keep your organization’s mission and identity front and center. Proposals that sound overly generic or robotic risk blending in with the hundreds of others that grant reviewers see.
"Simply put, you need to collaborate with AI when writing grant proposals, not fully outsource your work to it." – Patrick Schmitt, Co-CEO, FreeWill [1]
When using public AI tools like ChatGPT, avoid sharing sensitive or confidential information. This includes budget details, unpublished research, client stories, or strategic plans. Public AI platforms may store your input and use it to train future models, which could expose your data to others.
If your organization has access to secure, locally hosted AI tools, prioritize those for sensitive tasks. These systems are designed to keep your data private. When in doubt, only share information that you’re comfortable making public.
Give AI clear and specific instructions. For example, instead of saying, "write a project description", try something like, "write a project description for a literacy program serving 150 elementary school students in rural Montana, aiming to improve reading scores by 20% over two years." Providing context ensures the AI’s output aligns with your goals.
Use AI for tasks like brainstorming or drafting initial content, but leave strategic decisions to your team. AI can help organize ideas, simplify complex concepts, or craft engaging opening sentences. However, decisions about which grants to pursue, how to position your organization, and what commitments to make should come from people who deeply understand your work.
Learn from AI’s suggestions. If it improves your sentences or strengthens your arguments, take note of why those changes work. Over time, this can enhance your own writing skills, making you more effective even without AI assistance.
Set clear guidelines for AI use. Establish rules about what information can be shared, who is authorized to use AI tools, and how AI-generated content should be reviewed. Share these guidelines with your team to ensure everyone is aligned on safe and effective practices.
Let AI handle tasks like drafting introductions, organizing data, or making language more engaging. But leave the big-picture decisions, personal storytelling, and strategic framing to your team. Combining AI’s efficiency with human insight creates proposals that are both compelling and authentic.
Conclusion: Transform Grant Writing with AI
Grant writing doesn’t have to feel like an uphill battle. By following a structured approach, you can use AI to simplify your process, enhance the quality of your proposals, and reclaim valuable time for your organization’s core work.
The key is treating AI as a collaborator, not a substitute. When you set it up thoughtfully and review its output carefully, AI can help you create proposals that are thorough, well-supported, and true to your organization’s voice and mission.
Take DeepWriter, for example. Its advanced research capabilities and ability to cross-check credible sources allow it to produce up to 275 pages of well-organized, fully cited content. This makes tackling even the most demanding grant proposals far more manageable.
Start small. Test AI with just one section of your next proposal – maybe the literature review or needs assessment. See how it turns a blank page into a polished draft in no time.
Organizations that embrace AI for grant writing are already seeing the benefits: submitting more proposals, increasing their success rates, and redirecting their energy toward impactful programs instead of administrative tasks. The real question isn’t if AI will change grant writing – it’s whether you’ll be ahead of the curve and ready to seize this opportunity.
Your next winning proposal is closer than you think. The tools are here, the process works, and your mission deserves the funding to succeed.
FAQs
How can AI tools like DeepWriter help my organization find the best grant opportunities?
AI tools, like DeepWriter, are game-changers when it comes to finding grants that align with your organization’s mission. By processing massive amounts of data, these tools use advanced algorithms to match your specific needs with available funding opportunities. This means less time spent sifting through endless options and more time focusing on what matters.
What’s more, DeepWriter helps narrow down choices by filtering grants based on key factors like funding amounts, eligibility criteria, and deadlines. This way, you can zero in on the most relevant opportunities, simplifying the process and boosting your chances of landing the right grant.
How can I ensure AI-generated content in grant proposals is accurate and reliable?
When using AI-generated content for grant proposals, it’s crucial to verify every fact, piece of data, and reference included. This extra step ensures there are no inaccuracies or fabricated details that could undermine your proposal.
Cross-referencing the AI’s output with reliable sources can help confirm its validity and ensure it meets the specific guidelines of the grant application. Take the time to review the entire proposal carefully, focusing on maintaining a polished, professional tone and backing up all claims with credible evidence.
How can I use AI for grant writing while keeping my organization’s unique voice intact?
To maintain your organization’s distinct voice, think of AI as a helpful assistant rather than a stand-in. Begin by giving the AI clear guidance on your mission, goals, and target audience. This ensures that the content it generates stays in line with your organization’s tone and messaging.
Next, take the time to manually review and fine-tune the AI’s output. This step is crucial to ensure the final content truly reflects your unique style and values.
By blending the speed and efficiency of AI with your own expertise, you can craft grant proposals that feel genuine and resonate with your audience.