All right, so you’ve done research on the grant funders you’d like to target and found one you’d like to apply for. Now comes the real work: actually writing the proposal and gathering any necessary attachments or additional documentation. You may already have some of this information from researching the funding sources, but what else do you need?

No need to worry! We’re here to help you make sure your proposal is complete and up-to-date on all the attachments and extra documents that are often required. In this article, we’ll break down all the must-have provisions for a comprehensive proposal package, as well as what each document entails. With this information on hand, you’ll be well on your way to creating an impressive grant proposal and have all the required documentation too!

Why Are Attachments and Documentation Needed?

Before a funder approves a grant proposal, they need to know that your organization has qualified personnel to oversee operations and programs and are responsible with money. That’s where attachments and additional documentation come in. Having these documents included with your application can give the funder the assurance they need to approve your grant.

To prove you’re qualified, you’ll need documentation that shows your organization is a nonprofit in good standing. The specific document you’ll need varies from one state to another, but it typically includes proof of registration or articles of incorporation.

To show responsibility, include financial documents like a budget for your organization and the project, an annual report or audit showing how your organization is already handling funds, and other supporting financial statements. Additionally, the funder will want to see metrics that will assure them your program will be successful—objectives and measures that show impact can help if included with your proposal.

What Types of Documents Are Generally Required in a Grant Proposal and What Do They Show?

When you’re putting together a grant proposal, one of the most important elements is making sure you have all the necessary documents and attachments in place. There are certain attachments and additional documents that are commonly included in grant proposals as they help to provide further details about the project and the organization behind it.

Most Funders Require the following documents:

  • Letter of Determination: This is a letter from the IRS confirming that the organization is classified as a 501(c)(3) nonprofit. 
  • W-9: This form shows funders your organization has a legitimate Tax ID and that it is accurately paying taxes. 
  • Financial Statements (audits, profit and loss statements, balance sheets): These statements show the financial health, capacity, and ability to manage money. It will also show any deficits your organization may have. 
  • Certificate of Good Standing: This shows the funder you are registered with the state you operate in, have paid your fees, and your organization is authorized for operation.  
  • Organizational and Program Budgets: Budgets help funders understand why funds are needed and where they are going. Program budgets are especially important to show funders that their money will go to a specific program they want to fund.  
  • Board Roster: Funders want to know who is governing your organization and making decisions for it. 
  • Key Personnel Resume/CV: Funders want to know that your organization’s staff is qualified to use the money wisely and successfully comply with the terms of the grant. 

Knowing which documents should be included in a grant proposal before submitting them is key to ensuring an organized and complete submission. Having these attachments ready is essential to show that your proposal is credible and worth considering for funding.

How Do You Ensure Your Documents Meet the Requirements?

When submitting grant proposals, it’s important to make sure all your documents meet the requirements set out. Here are four tips to ensure that:

1. Read Requirements Carefully

Ensure you read all the documents and requirements for a grant thoroughly, and that you understand every guideline and term. Don’t be afraid to ask questions if something confuses you. In fact, reaching out to the funder for clarification shows them you are responsible and builds a relationship with them.

2. Check Documentation is Up-to-Date

It’s important that all the documentation, such as financial statements or IRS documentation, is up to date and correct. Double-check all details before submitting them.

3. Budget Gap Explanations

If there’s an option to explain budget gaps or why you need extra money in certain areas, do so – many organizations will understand if there is a valid explanation in place.

4. PDF Format

Make sure all attachments are in PDF format as this will make them easier to read than other formats, like Word Documents or Excel Spreadsheets. Additionally, it lets potential funders open them quickly, without any compatibility issues.

By following these simple tips, you can rest assured that when you submit your grant proposal attachments, they’ll meet and exceed the requirements specified by funders—making the process much easier for everyone involved!

Clearly label documents and make sure they are easy to view and understand.

Making sure your grant proposal is organized is one of the most important parts of submitting a competitive application—and that includes labeling the attachments and documents you submit. Consider it like paperwork for a job application—you need to make sure all of the forms are filled out properly and labeled clearly.

The way you label your documents matters. Here are some tips for making sure your documents are clearly labeled, easy to view and understand:

  1. Choose descriptive titles that accurately summarize the document’s content. Avoid generic titles like “Attachment” or “Document”, as these don’t tell the reader what kind of information they can expect.
  2. Include the name of or an abbreviation of your organization’s name in the title of each document. This will help ensure that reviewers know they have all of the pertinent documents related to your application.
  3. Use standard file formats like PDFs so that reviewers can easily access and view your material
  4. Provide well-formatted tables, graphics and visuals whenever possible to supplement the textual content
  5. Make sure any supplemental material is professionally presented and easy to read

By following these steps, you’ll make it easier for grant reviewers to understand what attachments you’ve provided with your grant application and what information each attachment contains quickly—which may give you an edge over other applicants!


When it comes to grant proposal attachments and additional documentation, there are a handful of important pieces that need to come together to make the entire package complete. Recognizing the types of documentation and attachments needed to create a successful overall grant proposal will help make the process that much easier.

Remember, presenting a complete, organized, and well-written grant proposal with all required attachments and documents is essential for a successful application. Take care to ensure all the pieces of your proposal are included with your submission so that it can be evaluated and approved in a timely manner. With an understanding of what documents and attachments are needed, you are well on your way to winning that grant!