Let me spill some tea — mine and my friends’.
I’ve reviewed numerous grant proposals in my time. And over the years, I’ve also had the pleasure (and sometimes horror) of chatting with lots of other grant reviewers. Together, we’ve seen it all. The brilliant. The bizarre. The “Oh, honey, no.”
So today, I’m sharing some of the most head-scratching, hilarious, and downright tragic mistakes that have crossed both my desk and the desks of my fellow reviewers. And more importantly, how you can avoid landing in the next installment of our blooper reel.
Grab your coffee. Let’s talk the truth.
Mistake #1: The Copy-Paste Catastrophe
Picture this.
A beautifully formatted grant proposal lands in the pile. It’s passionate, well written… until about halfway through, where it suddenly declares:
“This funding will support the vital programs of Big City Ballet.”
Problem? This proposal was from a wildlife rescue center.
Oops.
How to Avoid It:
- Customize every proposal. Even if you’re working from a template, triple-check names, program titles, and mission statements.
- Ask someone outside your organization to read your final draft. Fresh eyes catch embarrassing slip-ups.
Mistake #2: The Budget from Planet Mars
One time, a reviewer told me about a proposal requesting $50,000… attached to a budget totaling over two million dollars. No explanation. No matching funds. Just a quiet two million sitting there like a forgotten side dish at Thanksgiving.
I’ve seen my share of wacky budgets too. Look, I’m all for ambition. But math is not a place for magical thinking.
How to Avoid It:
- Make sure your request matches your budget. Simple as that.
- Explain how the numbers connect to your project goals. Don’t just plop a spreadsheet in and call it a day.
- Reviewers want to see that you can handle the funds you’re asking for. Give them confidence.
Mistake #3: The “I’ll Send It Later” Attachments
Here’s a fun one from the reviewer grapevine.
An applicant wrote:
“See attached financial statements.”
Except… there were no attachments.
It’s like sending a Valentine that says “open for a surprise” and finding an empty envelope.
I’ve had to chase down missing documents too, and trust me, it’s not a good look for your proposal.
How to Avoid It:
- Before you hit submit, check your attachments. Every single one.
- Some grant portals let you preview your submission. Use it.
- Create a checklist of required documents so you don’t miss anything in the rush.
Mistake #4: The Never-Ending Proposal
Some proposals are so long, reviewers have joked about needing a snack halfway through. One memorable gem clocked in at 97 pages. Ninety. Seven.
Unless you’re writing the next War and Peace, keep it concise.
I’ve definitely reached the end of some proposals and thought, “Well, that was my whole afternoon.”
How to Avoid It:
- Follow the word or page limits. Reviewers respect applicants who respect boundaries.
- Use appendices for extra details if the funder allows it.
- Be ruthless about cutting repetition and fluff. Less is often more.
Mistake #5: The “One Size Fits All” Proposal
One grant reviewer shared how an organization proudly submitted the exact same proposal to multiple funders, with zero adjustments. You could practically see the Find & Replace trail.
Funders can smell a generic proposal from ten miles away. They want to know why their mission matters to you.
I’ve run into this one too. And trust me, funders notice.
How to Avoid It:
- Research your funder’s priorities.
- Use their language and tie your project to their goals.
- Personalize your proposal so the funder feels seen and valued.
One Last Confession
Here’s the real secret, straight from me and every reviewer I’ve ever talked to: Most reviewers want you to win!
We want your proposal to be clear, compelling, and complete. We want to say yes.
So if you’re sending out grants, remember, the small stuff matters. Check your math. Proofread your attachments. Tell a story that makes your reader care.
Because while your mission might be serious, grant writing doesn’t have to be a grim slog. Learn from these bloopers, laugh a little, and keep writing.
Your next grant win could be one clean proposal away.
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