If you’re scouring the internet for funding opportunities and gearing up to write a winning proposal you might be wondering: Is the SAMHSA website still reliable? Are discretionary program grants here to stay? How do we plan when everything feels in flux?

The only certainties in the current grant landscape are your story and your ability to tell it through a strong grant proposal. The process is complex, but you don’t have to tackle it alone.

This guide cuts through the noise and simplifies both the grant-writing process and the extra hurdles created by federal policy shifts. Inside, you’ll find practical, step-by-step guidance tailored to human services fields like mental health, housing, family services, recovery, workforce development, and food security. Plus, we’ve included a grant free proposal template and checklist to help you stay organized and ready for the next best opportunity.

Let’s take it one step at a time.

1. Understand the Grant Landscape

Grants come from many places: federal, state, and local agencies, private foundations, and corporations. There are too many to manually keep tabs on, so don’t even try. Set alerts in trusted grant databases, follow your networks, subscribe to their email lists, and bookmark key funders.

Knowing what’s out there and getting reminders as opportunities become available, helps you move with purpose and prevents any last-minute scrambling.

2. Spot the Right Fit

It’s easy to get caught up in chasing large federal grants, but alignment matters more than size. Focus on opportunities that match your mission, services, and community needs. Bring your team and community partners into the process early. The right match is easier to see when more eyes are looking from multiple perspectives. Ask yourselves: “Can we truly support this grant’s purpose with our current expertise, staff, or partnerships?”

The right fit depends as much on capabilities as it does on eligibility. Document the key criteria that define a best-fit grant for your organization. Clear alignment up front helps everyone stay focused and save time.

3. Double-Check Eligibility

As noted in Step 2, confirming your eligibility is a critical part of this process. Some grants are limited by location, population, program model, budget size, or required partnerships.

Start gathering what you’ll need now: data, letters of support, and relevant documentation. Doing this early on saves stress later as the opportunity takes shape and gets closer to submission.

4. Ground Your Proposal in Community Needs & Supporting Data

Funders want to understand why your program matters and what impact it’s already making. Use data from your EHR or other supporting systems, along with client stories and surveys, to highlight real needs and how you’re meeting them.

Keep your needs statement focused, honest, and rooted in your clients’ lived experiences. That’s the kind of story that resonates with funders. (More on this in Step 5.)

5. Tell a Clear, Compelling Story

Great proposals read like action plans not academic papers.

• Start by stating who you are and what makes your agency unique.
• Explain the project you’re seeking funding for.
• Then, lay out your goals, expected outcomes, and community impact.
• Use data and success stories to build credibility and trust.
• Make sure you show how your work clearly aligns with the funder’s priorities.

Put yourself in the funders’ shoes. How does this project advance their own mission? In other words, make it easy for them to say yes.

6. Build a Budget That Makes Sense

A strong budget is clear, realistic, and directly connected to your plan. Include staffing, tools, technology, supplies, and the costs of tracking impact.

When funders can see exactly where their dollars will go, they’re more likely to invest.

7. Amplify Your Partnerships

Funders value collaboration. Highlight your key partners (nonprofits, government agencies, healthcare providers, community groups) and what each uniquely brings to the table.

Strong partnerships strengthen your proposal. They show you’re connected, coordinated, and ready to make an impact together.

8. Pre-Submission: Take a Fine-Tooth Comb to Your Application

Before you submit, do one final, focused review of your application with all relevant stakeholders. At this stage, edit like your funding depends on it, because it does.

Your editing checklist:

• Tighten your language.
  Original: “The program aims to provide services to children who are in need of mental health support due to a variety of emotional and behavioral challenges.”
  Revised: “The program provides mental health services for children with emotional and behavioral challenges.”
• Avoid jargon.
  Avoid vague phrases like “leverage synergies” or “evidence-based innovation.” They weaken your message and don’t add clarity.
• Answer every question.
  It sounds obvious, but do a final scan of each question and ask yourselves “have we answered everything?” You’ll be surprised at what you might still be able to improve.
• Get outside feedback.
  You’re close to the work—and that’s a strength. But a fresh perspective can reveal blind spots and help you sharpen your story.

A clear, polished proposal builds confidence and makes it easier for reviewers to say yes.

9. Submit on Time (Or Early)

Deadlines are deadlines. Set calendar reminders and aim to submit early if possible. Technical hiccups happen, and you don’t want to risk it.

10. Plan for What Comes Next

If you get the grant—great! But be ready to deliver. Funders expect progress updates, clear outcomes, and accountability.

Set up your systems now. Use tools, tech, and workflows that help you track progress, report clearly, and show the difference you’re making.

Download the Free Grant Proposal Template & Grant Proposal Readiness and Awards Checklist

At Radicle Health, we’re here to help you save time and avoid being overwhelmed.

Download our free grant proposal template and checklist to help you plan, write, and submit proposals that win.

Download Grant Proposal Template
Download Grants Proposal Readiness & Awards Checklist

Final Note: You’ve Got This

Writing a grant proposal is no small task—but the potential payoff is worth it. We hope this guide, plus our free tools, help you stay organized, tell your story with confidence, and secure the funding your mission deserves.