10 Tips for a Great 2026 Grant Application

Why Preparation is Key Before Submitting a Grant Application

Grant opportunities are attractive because they provide capital to support projects, and don’t need to be paid back. But if you don’t prepare, you can take yourself out of the running and avoid the review process altogether.

As a business owner, taking the application process seriously can boost your chances. This is your opportunity, so you can stand out and secure funds.

Rushing increases your chances of mistakes, like missing documents, incorrect contact information, expired IDs, registrations, or permits. You also want to give the budget and the justification for it the attention it deserves.

Preparing ahead of time helps you outline your proposed project and tailor your grant application specifically for each grantmaking organization.

Another benefit of preparing is that it can help you with future opportunities. You don’t have to reinvent the wheel. Rather, you have a base to start and can customize your materials for every grant application.

1. Confirm Eligibility Requirements

While it sounds basic, the most essential step is to confirm eligibility requirements. You must read the fine print and understand the restrictions before submitting a grant application.

Look at the requirements around:

• Business size
• Industry
• Location
• Demographic (e.g., women or veteran-owned businesses)
• How you can use the funds
• Business entity

Knowing that you meet minimum requirements is key, so you can avoid wasting time and resources on a grant application that will go nowhere.

2. Complete Entity Registration at SAM.gov

To apply for many federal grants, you must first complete entity registration at SAM.gov. This is an official website of the United States government and stands for System for Award Management, and it’s free to sign up.  You’ll be asked to provide information about your business. Check out this entity registration checklist, so you have everything ready to go.

Note: To avoid potential scams, look for a .gov website to ensure you’re on a legitimate page from the federal government.

3. Get UEI Number

When you register your business on SAM.gov, you’ll receive a Unique Entity ID (UEI). The UEI is 12 characters that contain both numbers and letters and is used as the primary identifier for your business entity.

It replaced the DUNS number in 2022. According to the entity registration checklist, to get a Unique Entity ID, you’ll need:

• Your legal business name
• Business address (no P.O. boxes)
• Incorporation date
• The state where your business is incorporated

From there, SAM.gov will validate your business entity so you can complete the registration process.

Oftentimes, this part may take longer than you think and can cause delays. Starting early can ensure you have enough time to get validation and finish the registration before submitting a grant application.

4. Prepare Essential Documents

If you want to make sure your grant application gets reviewed, it’s crucial to submit all of the requested documentation. While each grantmaking organization, foundation, or government entity may have different requirements, here are some documents you should have ready:

• Articles of incorporation

• Business plan

• Project proposal
• Business licenses/permits
• Employer Identification Number (EIN)
• Proof of ownership
• Bank statements
• Tax returns

Now, here’s a key part. Review all of the documents and confirm that your business name, address, and contact information match. Inconsistencies with your paperwork could cause delays or outright rejection.

Additionally, check that all documents are valid and not expired. Put these documents in an easy-to-find digital folder, so you have them ready whenever you’re submitting a business grant application.

5. Create an Itemized Budget

Grant seekers looking for funding for their business need to create an itemized budget. The number you’re asking for isn’t arbitrary or a wish. It’s research-backed and shows that every dollar is accounted for and has a purpose.

If the funder has a specific template, use it. Start by listing every expense, category, and dollar amount. Categories can include equipment, supplies, staff, etc.

Make it clear and easy to read. Calculate the final amount, so funders can review the full request and understand the budget breakdown. Double-check the math and look for potential errors, like an accidental zero, decimal point, or wrong number.

6. Write a Budget Justification

After you create an itemized budget, it’s time for one of the most important parts of your grant application: the budget justification.

While your budget shows a snapshot of the funds and categories, the budget justification tells a deeper story. Write a narrative about how you calculated each expense and why it’s essential to your proposed project.

Share what it will mean to your business and the community if you receive these funds. If possible, include vendor quotes or other research that helped you estimate these costs.

If any of the expenses might be flagged for being high or confusing, clarify why that’s the case. The goal is to be transparent and clearly highlight how these funds will be used and why it matters.

7. Craft a Business Need Statement

A need statement is one of the most important parts of your grant application. It's where you connect the dots between your project, your budget, and the prospective outcomes.

Describe your business, outline the stakeholders involved, and highlight the problem your project will solve. Include reputable data to support your need statement, where applicable. Using studies or state or federal government data may help.

Balance expert data with anecdotes but avoid overly sentimental or idealistic language. Having the right mix can work in your favor. Too much or too little may hurt your application.

Share how the funding will translate into tangible outcomes. Be specific and include how it will affect your expansion, infrastructure, or hiring.

8. Track Deadlines with a Grant Calendar

Applying for various opportunities may improve your chances of receiving a grant. But staying on top of deadlines can be tricky if you’re not organized. When it comes to applicant resources, a grant calendar is one of the top tools to use.

Many nonprofits use one, and business owners can benefit from it, too.

Grant calendars can come in different forms, whether it’s a spreadsheet, software, or project management tool. Whichever system you use, make sure to include the following for best results:

• The funder’s name
• The funder’s contact information
• Name of the grant
• When the grant application period opens
• The grant application deadline
• Registration details (if applicable)
• Document due dates
• Internal deadlines

Be sure to set up calendar reminders in advance, so you’re not rushing at the last minute. This can help you avoid missing deadlines, uploading documents late, or registering past the due date.

9. Customize Each Grant Application

When submitting grant applications, customize every grant application so it aligns with the specific funding opportunity. Don’t copy and paste what you’ve previously submitted. The language, tone, and objectives should match what the funder is looking for in grant recipients.

Discuss job creation, innovation, and impact, and make each executive summary unique. Show why you’re a great candidate for this particular award.

10. Carefully Review Submission Requirements

Whether you’re applying for awards on Grants.gov or with a private foundation or company, carefully review the submission requirements for each.

They might have a specific way of doing things. Being detail-oriented at this step can help your grant application move forward, instead of getting automatically rejected because you didn’t follow instructions.

Review:

• PDF vs. Word Doc submissions
• Any word count limits
• Naming conventions
• Signatures
• Font and font sizes

These might seem like minor things to you. But for grant reviewers who read many grant applications, sticking to the submission requirements can only help.

Alternative Financing Options

If you’re eligible and a good candidate, grants are a great solution if you need capital. But if you don’t win an award, you may still need to apply for business funding elsewhere, like banks or online lenders. Here’s a quick overview of alternative financing options:

• Term loans: Ideal for major expenses and growth. Ideal for major expenses and growth.

• Equipment financing: May be used to purchase business equipment, which acts as collateral.

• Business lines of credit: Best-suited for ongoing funding needs and flexibility.

• SBA loans: Available for working capital, equipment, and real estate.

Final Thoughts

Though grants are highly competitive, taking the right steps can improve your chances of approval. Securing an award can help your business and provide funds you don’t need to repay.

Once you’ve mastered the process, you can continue applying and tailor each submission to the specific program. Having all of your materials ready can help you with future grants and application forms for any business financing you may need.