Behind the Scenes of a Grant Review Committee: What Happens After You Submit Your Application
Have you ever wondered what happens to your grant after you hit “submit”?
We often work long hours writing the perfect proposal, gathering data, and presenting our case, but once it’s submitted, the application takes on a life of its own. As a professional grant writer, I spent years imagining what happens to my proposals after they leave my desk.
I used to send off letters of intent addressed to “Whom It May Concern” or “Dear Grant Committee” with a sense of curiosity. Who were these individuals reviewing my application? What would they think of my work? What would drive their decisions? Would they feel the urgency in my proposal the way I did?
My chance to satisfy that curiosity came years later when I found myself sitting at the table of a grant review committee. For the first time, I had the opportunity to view the grant review process from the other side, to understand what it’s like to be on the decision-making end of a proposal.
In this role, I was surrounded by a team of committee members who each brought their own expertise to the table. Some were seasoned employees, deeply involved in the organization’s community initiatives, while others were community representatives, bringing specific subject matter knowledge to the group. As we sat together, I was fascinated by the thoughtful approach each committee member took when reviewing applications.
Here’s a breakdown of the main elements they considered:
- Fit with funding priorities
The committee would always start by assessing whether the application was in alignment with their funding priorities. In this case, the funder was primarily focused on youth initiatives. If the grant proposal didn’t directly support youth, it was usually disqualified from consideration. This experience really drove home how crucial it is to show that your project fits with what the funder cares about. If your project doesn’t resonate, even a well-written application will be declined. Check out my quick guide to grant eligibility for simple, actionable tips to ensure your project aligns with a funder’s priorities. - Overall impact
The committee didn’t just want to know what the grant would accomplish; they wanted to understand it’s reach and the significance of that impact. How many youth would benefit from the program? What was the expected scale of that impact? The committee wanted to see measurable outcomes. The most successful applications included clear, quantifiable data—survey results, research statistics, and compelling evidence showing how the proposed program would make a meaningful difference. If a program could demonstrate its potential impact with solid data, it stood a much better chance of securing funding. - Personal connections and experience
One of the most interesting things I observed was the influence of personal connections. Committee members often shared their own personal experiences with the organization. If a committee member had a strong personal tie to the organization, it often made a persuasive argument for funding. I learned that grant writing isn’t just about the application itself, it’s also about building relationships and creating trust. If your organization has established a reputation or strong community ties, those connections can tip the scales in your favour. - Clarity and completeness of information
Another key factor was the clarity of an application. If the application was incomplete, vague, or lacked details, the committee would debate whether it was worth reaching out for clarification. In some cases, these gaps in information led to the application being declined. I learned that every detail matters in a grant proposal. From the budget breakdown to program goals and timelines, grant writers must ensure their applications are clear, complete, and free from ambiguity. - How the application compares to others
If two organizations apply for funding for a similar program, I observed the committee carefully deliberating which program had the most potential or offered a unique approach. In these cases, it’s not enough to simply describe your program; you need to demonstrate what makes it different. What does your program offer that others don’t? What outcomes or achievements set it apart? When multiple organizations are offering similar services, the committee is more likely to fund the program with the most compelling approach. - The Importance of diversifying funding sources
During my time on the committee, the grantor made the difficult decision to shift their priorities. This meant that many organizations, some of which had relied on this funding for years, were notified they could no longer apply. This was a powerful reminder of the importance of diversifying. Relying too heavily on one funder can put your organization at risk if priorities change. If you need help identifying more funding opportunities and increasing your prospect list, check out my free Grant Calendar for Canadian Charities, which includes several grant opportunities throughout the year.
Reflecting on my time on the grant review committee, I see how strongly it shaped the way I approach grant writing today. When writing a grant for one of my clients, I always start by thinking like a committee member—asking, “If I were at the table, would I fund this application? What questions would I ask? What details would convince me to approve this request?”
Simply listing achievements or describing program activities isn’t enough to win over the committee. You have to step back and ask, “If I were a stranger to this organization, would I truly understand its impact?” When you tell your story clearly—without assuming the committee knows or understands your program—you’ll set your application apart. That’s the approach I take now, helping my clients write grants that not only stand out but make a persuasive case for support.
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Jessica Vestergaard is a professional grant writer and founder of Written With Purpose, helping Canadian charities win more grants, so they can do more good. Over the past two years, Jessica raised over $3 million for programs supporting youth, seniors, women, and mental health initiatives across Canada. Sign up for her newsletter and download her free grant calendar for tips and reminders to stay on top of grant deadlines!