Grant readiness
starts here.
Before a single word of a grant narrative is written, your organization needs a complete, current document foundation. This library maps every essential document and preparation step — so your application is never delayed by a missing IRS letter or an expired registration.
Four document categories funders expect — complete and current.
Organizational Documents
Prove your nonprofit exists and is recognized
IRS 501(c)(3) Determination Letter
Required by nearly all institutional funders
Articles of Incorporation
Filed with the Virginia SCC or your state equivalent
Bylaws (current, adopted version)
Must reflect actual governance practices
Board of Directors Roster
Names, affiliations, terms — funders check diversity & expertise
EIN Confirmation (IRS CP-575)
Matches the name on your determination letter exactly
Conflict of Interest Policy
Adopted policy with signed board acknowledgments
Financial Documents
Demonstrate fiscal health and accountability
Most Recent Form 990 (filed)
Preferred over draft — funders verify on ProPublica
Audited Financial Statements (2 years)
Required for grants above $50K from most foundations
Organizational Annual Budget (current)
Revenue and expense breakdown by program
Program-Specific Budget
For the project you're seeking funding for
Fiscal Sponsorship Agreement (if applicable)
Required if you lack your own 501(c)(3)
Bank Account Documentation
In the organization's legal name, not an individual's
Program & Impact Documents
Show what you do and that it works
Logic Model or Theory of Change
Maps inputs → activities → outputs → outcomes
Program Narrative (current)
What you do, who you serve, why it matters
Outcomes & Evaluation Data (2 years)
Quantitative results, not anecdotes
Client Demographics / Service Area Data
Proves community need and alignment
Letters of Support / MOUs
From partners, not board members or family
Success Stories / Case Studies
2–3 concise, outcome-focused vignettes
Compliance & Registrations
Required before most funders will consider you
SAM.gov Registration (UEI)
Required for all federal grants — renew annually
Grants.gov Account
Authorized Organization Representative (AOR) role
Virginia Charitable Solicitation Registration
Required if soliciting donations in Virginia
State Business License / Registration
Current and in good standing
DUNS Number (legacy, if referenced)
Replaced by UEI in April 2022 — update old docs
Insurance Certificates
General liability, D&O, and professional if applicable
An eight-week readiness
protocol.
Follow these four phases before you begin writing. Each builds on the last — skipping the foundation audit guarantees a stalled application later.
Phase 01
Foundation Audit
Week 1–2
- 01Gather all organizational documents (990, bylaws, determination letter)
- 02Confirm board roster and governance documents are current
- 03Verify SAM.gov registration is active and UEI is valid
- 04Audit financial statements for the last two fiscal years
Phase 02
Funder Alignment
Week 3–4
- 01Identify 8–12 funders whose priorities match your mission
- 02Review each funder's eligibility, LOI requirements, and deadlines
- 03Confirm whether you need a fiscal sponsor for any opportunities
- 04Prioritize by alignment, award size, and relationship potential
Phase 03
Narrative Architecture
Week 5–7
- 01Draft or refine your program logic model
- 02Write the need statement with current, cited data
- 03Develop the budget narrative matching the program budget
- 04Collect updated letters of support and partnership MOUs
Phase 04
Submission Readiness
Week 8
- 01Complete final compliance registrations (Grants.gov AOR, etc.)
- 02Internal review — financials, narrative, and attachments cross-checked
- 03Submit LOI or full application before the deadline window closes
- 04Log submission details for post-award tracking