5 Grant Writing Mistakes Schools Make — and How to Avoid Them

Grants can unlock powerful opportunities for your school or district—but writing them can feel like a full-time job.

Over the years, I’ve supported dozens of grant applications for K–12 schools, from K12 SWP and Golden State Pathways to DoDEA and CCAP grants. I’ve seen firsthand what works—and what can derail a well-intentioned proposal.

Whether you’re a first-time writer or a seasoned grant team leader, avoiding these common mistakes can make the difference between funding and frustration.

🔍 Mistake #1: Starting Without a Clear Need

The problem: Jumping into writing before defining the actual problem you’re trying to solve.
The fix: Spend time crafting a strong needs statement using your local data. Paint a clear, evidence-based picture of the gap your project addresses. Make sure it aligns with the funder’s priorities.

🧩 Mistake #2: Treating the Grant Like an Afterthought

The problem: Delegating the grant as “extra work” to someone who’s already overwhelmed.
The fix: Build a grant team early. Include voices from across departments—CTE, counseling, admin, and community partners—and give time and ownership to the process. Grants require strategy, not just spare time.

📊 Mistake #3: Weak or Missing Data

The problem: Vague outcomes, limited demographic data, or missing baseline indicators.
The fix: Collect both qualitative and quantitative data that proves the need and shows how you’ll measure success. Bonus points if your data highlights equity gaps you plan to address.

🧱 Mistake #4: Writing in Silos

The problem: One person writes the whole grant without collaboration, leading to missed opportunities for alignment.
The fix: Integrate your grant work with your district’s existing initiatives. Show how the project complements your LCAP, strategic plan, and other funding streams.

🔄 Mistake #5: No Plan for Sustainability

The problem: Proposing an ambitious project with no explanation for how it will continue once funding ends.
The fix: Build sustainability into your design. This can include staffing transitions, training models, integrating work into existing roles, or aligning with long-term goals and budgets.

🎯 Final Thoughts

Writing a strong grant takes time, clarity, and a solid strategy. But when done well, it can launch programs that transform your school community.

If your team is gearing up for a new application or looking to revise a previous one, let’s talk. I can help you strengthen your plan, align with funding priorities, and craft a compelling narrative that gets results.

Because grants shouldn’t just be won—they should be sustainable, successful, and student-centered.

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