What Makes a Good Application—and the Most Common Reasons Applications Fail

Spheriq Best Practices

You have a project that needs support and a foundation that might be a good fit. Perhaps you’ve already started preparing your application. Now it’s time to convince the funding organization of your project’s merits. What matters most? And what mistakes should you avoid?

The good news is that many rejections have nothing to do with a poor project, but rather with reasons that can be avoided. In this article, you’ll learn what makes a good grant application and what foundations look for.

A good grant application doesn’t have to be particularly long. What matters most is that the foundation quickly understands what you plan to do, why the project aligns with its funding goals, and what its support would make possible.

Three steps will help you carefully prepare your application and submit it in a compelling way.

1. Check for a good fit: Is the foundation the right partner?

Before you invest a lot of time in an application, you should check whether your project is a good fit for the foundation. After all, the most common reason for rejection is that the project doesn’t seem like a good fit for the foundation at first glance—even before anyone has actually read your application properly.

So, before you write the first sentence, check the following:

• Purpose and current priorities: Does the foundation support your topic, your target audience, and your region? Many foundations set changing priorities that take precedence over the foundation’s general purpose.
• Exclusions: Does your project fall under “What We Do Not Fund,” such as operating costs or individual grants?
• Timing: When does the foundation make its decision? If the decision comes after your project has started, the application is usually too late. Rule of thumb: Your project should not start for at least 6 months.
• Application method: By mail, using the foundation’s own form, or online via Spheriq? Follow the method specified by the foundation.

To learn how to find suitable foundations right away and narrow down your choices, read the article “From the Search Results to the Shortlist.”

2. Structuring a Grant Application: Presenting the Essentials Clearly

Every foundation has its own requirements. However, almost all applications consist of the same parts:

• Your organization—who is behind the project: Who you are, what you stand for, and what you’ve already accomplished. Details such as confirmed tax-exempt status build trust.
• Your project—what do you want to change? What problem does it solve, for whom, through what measures, over what timeframe, and with what impact? Include a budget that shows how the funds will be used. Be sure to describe not only the activities but also their intended benefits.
• Your Request—What Do You Expect from the Foundation? The request is the core of your application. The foundation should understand as quickly as possible why you are reaching out to it specifically and what kind of support you need. It is also the part the foundation reads first. In three sentences, explain what the request is about, what you specifically want from this foundation, and what a positive response would achieve. Always specify a concrete amount. The article “The Art of the Effective Request,” which includes many examples, shows how to do this.
• The Fit —Why This Foundation in Particular? Explain in a few sentences how your project aligns with the foundation’s priorities.
• Your Funding – Is the project realistic? How much you’re requesting, what you’re contributing yourself, and which other funders have been approached or have already committed. This shows that your project is on solid ground.

In addition, the foundation often asks follow-up questions related to its mission. Answer them carefully, as they reveal what the foundation considers particularly important.

Tip: It’s best to write a thorough description of your organization and project once and use those descriptions for all your grant applications. That way, your project is presented consistently across the board, and you can focus on the specific needs and suitability of each application.

Rules of thumb for length and budget: As much as necessary, as short as possible. A good proposal is between 5 and 10 pages long. The budget shouldn’t be hidden, but it also shouldn’t be too detailed or presented as a massive Excel spreadsheet. As a rule, a consolidated version on half a page is sufficient, unless otherwise explicitly requested.

By the way: A weak budget is one of the most common reasons for rejecting a grant application. If in doubt, seek assistance from an expert or a nonprofit you know. Or use our Grant Application Checkpoint [Link].

3. Avoiding Common Mistakes: Why Applications Often Fail

Even good projects can be rejected. Some reasons are beyond your control—for example, an exhausted grant budget or other priorities of the foundation.

The three main reasons for rejection—and what you can do about them:

1. The project isn’t a good fit for the foundation: It doesn’t fall under its guidelines or current areas of focus. → Check the criteria and exclusions beforehand and provide specific reasons for why the project is a good fit—don’t just make a general claim. A vague statement like “Your foundation supports education” is often not enough.
2. The application is incomplete or lacks substance: gaps in the budget or planning are evident. However, those who are very familiar with a project sometimes lose sight of what information outsiders are missing. Other applications contain so many details that the most important points get lost. → Check the numbers and highlight your own contribution as well as other funding sources. The “Review Application” prompt is a helpful tool starting with the Pro version.
3. The application is unclear or too long: Foundations receive many applications and compare them with one another. → Keep it brief, organize it clearly, and put the most important information first. Here, too, the “Review Application” prompt provides practical tips on where to shorten or reword your application.
4. The application workshop will cover other potential pitfalls and how to avoid them in your own application.

Checklist: Is your application ready?

Before you submit your application, check the following: Does my project align with the foundation’s mission, current priorities, and region?

• Have I checked for any potential exclusions, application deadlines, and the correct submission process? Would an outsider understand the problem we’re addressing, what we’re doing, and what we hope to achieve?
• Is our request specific, and does it explain why we’re approaching this particular foundation?
• Do we specify a clear grant amount that is appropriate for the project and, if possible, aligns with the foundation’s funding practices?
• Are the budget, funding, timeline, and planned measures clear and understandable?
• Will the foundation make a decision in a timely manner before the project begins?
• Does my application explain in three sentences what the project is about, what I’m asking of this foundation, and what the grant would entail?
• Do I specify a concrete amount that aligns with the standard funding level?
• Do I demonstrate my own contribution and other funding sources?
• Have we answered all of the foundation’s additional questions and attached the required documents?
• Would someone with no prior knowledge understand my project after reading it just once?

If you can answer “yes” to these questions, your application is ready to be submitted.

Submit applications via Spheriq

Many funding organizations accept applications directly through Spheriq. You can identify them in the profile by the note “Applications via Spheriq” and the “Submit Application” button. For all others, follow the procedure specified by the foundation, such as by mail or using its own form.

If you submit your application through Spheriq, the system will automatically populate the fields with information from your organization and project profiles. All you need to do is fill in the request details, the amount, and answer the foundation’s questions. After that, you can check the status at any time in your application overview, and you’ll receive an email as soon as the foundation has made its decision. Step-by-step guide: How to submit an application digitally.