Grant writing is a meticulous and strategic process where language and presentation significantly influence the outcome. Every year, thousands of organizations submit grant proposals but face rejection due to unclear language. Clarity, precision, and audience understanding are very important principles in grant writing that must be followed to ensure a successful application.

In this guide, we explore common pitfalls in grant writing, offering both examples of what to avoid and strategies for success. We go in depth into the most common mistakes made in grant writing and provide advice and best practices to avoid these pitfalls as well as examples of what good grant writing should look like.

1. Undefined Acronyms Leave the Reviewer Confused

Acronyms are useful to keep proposals concise but need to be clearly defined to avoid confusion. As an example, if a proposal repeatedly uses the acronym "CSR" without ever explaining it stands for Corporate Social Responsibility, reviewers may become puzzled and confused about the meaning. Instead, introduce the acronym fully first: “Our program focuses on Corporate Social Responsibility (CSR) initiatives.”

2. Misuse of Personal Pronouns Can Undermine Objectivity

Overuse of first-person pronouns such as "we" and "our" can shift too much focus onto the applicants rather than keeping focus on the merits and impact of the project itself. A statement like, “We believe our project is revolutionary” centers on the applicants' beliefs rather than the project's merits." Contrast this with, “This project introduces revolutionary methods in renewable energy,” which places the emphasis on the project's contribution to the field.

3. Overuse of Superlatives and Hyperbole Raises Credibility Issues

While enthusiasm about a project is important in a grant proposal, the use of excessive hyperbole and superlatives can actually hurt credibility. Avoid claims like, “Our project will change the world,” which lack specificity and believability. Instead, use data-driven statements like, “Our project, proven by pilot studies, shows a 30% improvement in energy efficiency, indicating a significant impact in the renewable energy sector.” Rather than vague, exaggerated claims, use specific, data-driven statements focused on measurable impact.

4. Minimizing Language Diminishes Project Significance 

Words and phrases like "just" and "only" can diminish and trivialize the significance of a project. For example, “Our solution just requires a simple change” downplays the effort and innovation involved. Instead, say, “Our solution, through a strategic change, offers substantial improvements,” highlighting the value and thought behind the project.

5. Jargon and Buzzwords can alienate non-expert reviewers

The use of too much technical jargon and buzzwords in a grant proposal can isolate and alienate reviewers who are not experts in that field or terminology.  A statement like, “Our project leverages big data analytics for synergistic outcomes in ecosystems” can be too abstract. Instead, opt for a clearer version: “Our project uses advanced data analysis to improve ecosystem management, resulting in more effective conservation strategies.” Technical jargon should be avoided in favor of clear, accessible language that communicates key details to a general audience.

6. Open-Ended Statements Lead to Ambiguity 

Making statements that are too open-ended or vague in a grant proposal can lead to confusion and lack of clarity for reviewers. Saying, “Our project will address issues as they arise” lacks specificity. Contrast this with, “Our project includes a detailed risk management plan outlining responses to potential challenges,” which provides clarity and confidence.

In grant writing, avoid assuming reviewers will inherently grasp your intentions. Clearly and explicitly detail each aspect of your application. For instance, the repercussions of not repaying loan sharks in regions like Africa or Nigeria may be clear to you but not to potentially non-African reviewers. Clarity is essential for a diverse audience.

7. Inattention to Detail Reflects Poor Professionalism  

Simple errors can significantly impact the perceived quality of your application. Even small, straightforward errors like typos and grammar mistakes can lead reviewers to perceive a lack of care, quality, and professionalism in your grant application. Ensure thorough proofreading and have peers review your proposal for added assurance. Carefully proofread all proposals and have others review as well to catch errors that could undermine the perceived quality.

Conclusion 

Seemingly minor writing errors can jeopardize an otherwise strong grant application. Using buzzwords, being vague, making exaggerated claims, or having errors can weaken credibility and lead to rejection. The effectiveness of a proposal depends heavily on word choice. Strong, action-oriented language and an active voice can energize the narrative and engage reviewers. This post highlights these common pitfalls and offers better alternatives. In grant writing, the substance and style of your message are both crucial. As an applicant, wield your writing with precision and care.