Build Your Grant Toolkit Before You Need It

One of the easiest ways to make a grant deadline more stressful is to wait until you are ready to submit, only to find a long list of required documents you do not have on hand.

There is a reason our Grant Writers ask clients to have these documents ready right off the bat. We know they are going to come up. A basic grant toolkit keeps the documents commonly requested in one place, so when an application asks for them, you are ready.

Let’s dive into what you’ll need.

IRS Determination Letter

My general rule of thumb is: if you do not have your IRS determination letter, you are not ready to apply.

For a 501(c)(3) organization, proof of nonprofit status is one of the most common grant attachments. Keep a clean PDF copy somewhere that anyone responsible for grants can easily access.

Board of Directors

Keep an updated Board of Directors list ready to go. That includes names, titles, professional affiliations, contact info, location, and any additional information about board composition. 

Contact information is commonly requested and I recommend including it in your standard board list rather than having to track it down separately.

For local organizations, it can also be helpful to highlight board members who live or work within the community you serve. Simply add in their county or city. Local representation is HUGE and can help demonstrate the community you serve has a role in your organization’s leadership.

If you have an active opening, include that too! You never know when funders may be interested in getting more involved.

Operating and Program Budgets

Keep your current operating budget ready, showing both your organization’s expenses and sources of income. I also recommend keeping previous years’ operating budgets rather than replacing the old file annually. Some funders specifically request a prior-year’s budget. 

If your budget hasn’t changed this year, make sure to note the fiscal years it covers.

Quick Tip: Applications often ask for percentages of things such as administrative costs or different income sources. If you can easily calculate that from your budget, you’re golden!

For those regularly seeking funding for specific programs, keep detailed program budgets ready as well. Include enough detail that a funder can easily understand what the program costs and where the funding will go.

Your operating and program budgets do not necessarily have to live in separate documents, either. Combining them into one file can work perfectly well, but ONLY IF it is clearly labeled and easy to understand.

Audited Financial Statements

Keep your complete audited financial statements in your toolkit, ideally with several years available.

If your newest audit is not finished yet, do not panic. Your previous completed audit is usually acceptable, particularly at the beginning of a new fiscal year. Funders know that audits take time and that your newest one may not be ready yet.

Funders generally want to see that your organization has been keeping up with its financial reporting.

What if you don’t have audited financial statements?

Form 990

Keep your most recent Form 990 ready to upload, along with previous years. This can also serve as an alternative when audited financial statements are not available, and some funders will specifically give you that option.

W-9

Keep a completed and signed W-9 in your toolkit. Emphasis on SIGNED! 

An unsigned W-9 is a frustratingly easy thing to overlook when you are trying to get an application out the door. Make sure the copy you keep on hand also contains your organization’s current information.

Staff Bios and CVs

This one actually comes up surprisingly often.

Funders may ask for bios, resumes, or CVs for executive leadership or for staff program leaders.

For employee bios, keep the focus professional. Explain what each person brings to the organization, their relevant experience, their role, and any applicable professional certifications. 

Photos are not necessary, but they are always a nice touch!

Annual Report

Keep your latest annual report in your toolkit. I am a big believer in making use of that optional “Additional Documents” section. If the application did not already ask for it, add it in. 

A strong annual report can give funders additional context about your programs, accomplishments, impact, leadership, and financial picture beyond what you were able to include in the application itself.

You already put the work into creating it. Let it do some work for your grant application too.

Nondiscrimination Policy

This is a less common request, but I have seen it enough times that I recommend having one ready.

Sometimes you will be asked to upload the policy itself. Other times, the application may simply ask whether your organization has a nondiscrimination policy in place.

Being able to confidently select “Yes” is a lot better than not.

Not every document in your grant toolkit will get used every month, but that’s the point. You are preparing now for the unexpected. 

BONUS TIP! Keep a Letterhead Template Ready

This one is a great time saver. Keep an editable document with your organization’s letterhead or logo ready to go.

It makes creating a personalized cover letter much easier, and is also useful for those miscellaneous attachments that do not already exist as formal organizational documents.

A funder might ask for your top 5 funders this year, a written budget explanation, or another short supplemental document. Instead of worrying about how to present it, you already have a professional template ready to use.

It is a small addition to your toolkit that comes in handy often.

Taking a little time to build your toolkit now means that when the next opportunity comes along, you can focus on putting together a strong application instead of tracking down paperwork.

Like I always say: Better to have it and not need it, than to need it and not have it! 

About Impact Funding Solutions

At Impact Funding Solutions, we believe that securing grant funding starts long before an application is submitted. Preparation, research, and a strong understanding of what funders are looking for can make all the difference.

Impact Funding Solutions is a professional grant writing and fundraising consulting company that helps nonprofit organizations, registered charities, and small businesses across the United States and Canada identify funding opportunities, prepare competitive grant applications, and strengthen their fundraising strategies.

Our experienced grant writers provide personalized grant research, professional grant writing services, and practical guidance to help organizations navigate the often-complex world of grant funding. Whether you’re applying for your first grant or looking to build a more sustainable funding strategy, we’re here to help you move your mission forward.

Looking for professional grant writing support? Explore our grant writing and fundraising services and discover how Impact Funding Solutions can help your organization pursue new funding opportunities.