how to write an executive summary for a grant proposal

Back to All Posts

Simple Steps to Write an Executive Summary

by Funding For Good | May 22, 2023 | Development/Fundraising , Grant Research , Grant Writing

The executive summary is one of the most important parts of any grant proposal.

Think of your executive summary like a movie trailer. The executive summary sets the tone for your proposal, previews your proposed impact, highlights your organization’s expertise, and demonstrates how your work aligns with donors’ funding priorities.

That’s a LOT to accomplish in only a few words. That’s why we recommend taking the time to polish the executive summary for every grant proposal you submit.

Luckily, writing a great executive summary isn’t rocket science—though that doesn’t mean it’s always easy. Since Funding for Good’s team has written hundreds of successful proposals, we thought we’d break down what it takes to write a winning executive summary.

What Is an Executive Summary?

Most nonprofit grant proposals open with a brief executive summary. In a few hundred words—2-4 paragraphs—an executive summary introduces and summarizes the overall grant application.

The executive summary should also inspire donors to continue reading the proposal. This means that the executive summary has a dual purpose. It serves as both an informational and an inspirational tool.

How to Write an Effective Executive Summary

Many nonprofit grant-seekers approach writing an executive summary in one of two ways:

• Writing lofty yet vague text that conveys few concrete details.
• Squishing in as many facts as possible.

Neither of these approaches is ideal—and can turn off donors.

An executive summary should be clear, concise, and persuasive and include the following:

• Who you are
• What you do
• A description of your problem
• A few key descriptors of your program/project
• What makes your program/project extraordinary
• How your organization/program/project is uniquely positioned

Example of an Executive Summary

Let’s look at an example of a nonprofit executive summary in action. Below is an executive summary that we wrote several years ago for a successful grant proposal.

Of course, reading an executive summary is different than writing one. So, to help you write an effective executive summary, let’s break down our example line-by-line.

Deconstructing a Successful Executive Summary

Paragraph one.

In the first paragraph,  the first sentence  includes the mission statement of the organization.

A  well-written mission statement should describe who you are, what you do, and how you do it. If your mission statement isn’t stellar yet, then it might be time to consider a strategic planning process for your nonprofit .

  The second sentence describes what is being requested, including a dollar amount.

  The third sentence  previews how the program or project is unique.

  BOOM!  First paragraph done!

Paragraph Two

Next, you can strip the second paragraph down to basics—and essentially fill in the blanks.

{ Program/Project Name } was designed in { Month Year } { to do what? }. Since its inception, the program/project has { grown, expanded, served, etc. who/what? }. Due to { what reason } we have a need for { what is your need for }, but lack funding to provide { it, them, etc. }. { Program/Project Name } strives to { do what } of { for whom } through { list services you provide }.

TA-DA!  Second paragraph done!

Paragraph Three

The third and final paragraph   indicates how your program/project is extraordinary (this needs to be quantitative/measurable) and includes data and statistics to support the claim.

Recommended Writing Process

As with most elements of grant proposals, we recommend starting with content first before worrying about language. Your first step is gathering information to cover each of the key elements. For example:

• Do you have a concise description of your organization’s mission?
• Can you describe the problem you are trying to solve?
• Are you clear on what makes your organization uniquely situated to solve this problem?

An executive summary can be written before or after you have drafted the full grant proposal. In most cases, however, you will want to write the executive summary after you have written the rest of the proposal. This way, the information you need will already be at your fingertips.

In some cases, though, writing the executive summary first can help you understand how to frame the rest of your proposal for a specific donor audience. This may be the case if you’re adapting an existing grant proposal or program description for a new donor.

Bonus Executive Summary Tips

Remember, an executive summary needs to combine information and inspiration.

• As you’re revising, be sure to think about the interests of your audience—and mention how your proposed work matches those priorities.
• If you have great quotes from letters of support, client recommendations, incredible statistics, or other extremely compelling data, you should include a couple of snippets. Just remember not to go overboard. You have the rest of the grant proposal narrative to describe your impact.
• Follow up the last paragraph by encouraging donors to consider assisting, partnering, or collaborating with you to accomplish your goal or fill a critical gap.

Now it’s time to get writing!

Get Your Free Grant Readiness Checklist

Would it be helpful to know what you need to jump in and start working on most grant applications before you begin the grant writing process?

Get your free grant readiness checklist today!

It's on it's way! Are you ready to get started? We hope so because the download link for the checklist is going to hit your inbox any second now.

We will protect your information, will not share it, and will not misuse it.

No products in the cart

Join us for an exclusive event to learn how to do prospecting, pre-award, and post-award management in one place.

Last Updated:

October 5, 2021

How to Write An Executive Summary For Your Grant Proposal

Instrumentl team

September 14, 2021

Table of Contents

The executive summary (sometimes called a project summary or abstract) is the first piece of the grant application that reviewers will read.

‍ Writing an executive summary is a concise, objective synopsis of your proposed grant application – who you are, what you do, and what you want to do. It should be persuasive and energizing, responsive to the funding opportunity and the funder's mission statement.

This post will discuss why executive summaries are important, how to write an effective executive summary step-by-step, what to include and what to avoid while writing, and an example of an executive summary.

Why are Executive Summaries Important?

The executive summary will be read by every reviewer and by funding agency staff members . Moreover, this is the first piece of the grant application reviewers will read , and it will set the tone for the rest of the application.

The executive summary should follow the logical flow of the main points in your proposal and outline the logic of the expanded work. With this in mind, the executive summary is an annotation of the proposal and is not a suitable avenue for critical analysis or sweeping allegations.

You should be clear and coherent throughout the brief abstract and explain the essentials of the project correctly and succinctly.

Grant reviewers read hundreds of grant applications per week. To float to the top of the pile, your executive summary should make the reader instantly energized about reading the rest of your application.

You should immediately communicate the urgent need and convince the reviewer your proposed project is critical to the very nature of the funder's mission statement.

Picture this. A grant reviewer sits at their desk, blurry-eyed, on their 4th cup of coffee. They pick up the 73rd application of the week—your application—and begin to read.

First, they notice a direct and awe-inspiring title that makes them sit up straighter in their chair.

Next, as they begin to read through the executive summary, they put down their coffee and begin to read faster and faster—holding the application tighter in their hands.

As they reach the final sentence of the executive summary, the reviewer stands up and runs screaming down the hall, " BOSS, YOU NEED TO READ THIS! "—leaving everyone in the office curious about your project.

This is your goal. Your proposal summary must be so breathtaking ly amazing that the reviewer remembers you out of 2,000 other applicants and risks screaming through the office to get to their boss' desk.

How to Write an Executive Summary Step-by-Step

So, how do you go about writing a breathtaking executive summary?

You write your application first. Yes, that's right. It is best to hold off on writing an executive summary until the very end— writing the executive summary is the last thing you do before grant submission .

The executive summary demands a compelling storyline, comprehensive evidence, and objective brevity that can be hard to achieve. It also holds an added layer of pressure to get it just right.

Thus, it is best to wait to write the executive summary until the very end because you will have a more complete picture of your project, your objectives, and the overall tone and expectations of the proposal.

Your executive summary should outline your grant application —the executive summary should mirror the headings and outline of your proposal in a way that sets the reader up for the main points of the proposal and focuses on the solutions you bring to the table.

Save yourself the time spent redrafting and leave yourself plenty of time in the end to write your executive summary.

There are four main areas of your executive summary to consider:

Project Purpose and Statement of Need

• This section should convince readers of the urgent need for your project in 2-4 sentences (or ~20-25% of total word count).
• It should clearly define the problem and contain facts or statistics about its magnitude, followed by a statement about why the project is necessary (e.g., what knowledge gap it fills).
• Finally, this section should conclude with a single sentence clearly stating the purpose of the project. Much of this information can be found in the background and purpose sections of a well-constructed grant application.

Organizational Background

• This section should clearly tell readers about your organization and how/where your project will be conducted in 1-2 sentences (or ~10-15% of total word count).
• It should include a high-level description of your organization, relevant project personnel, and demonstrated history of organizational fiscal and project management success.

Goals and Measurable Objectives

• This section should clearly tell readers about your project design, time period, and measurable objectives in 2-3 sentences (or ~10-15% of total word count).
• Include a sentence on how your project will meet the urgent need.
• Explain how your business came up with the proposed course of action, how you will evaluate, measure, and report project outcomes, and any sustainability measures that you have put in place.
• Most of this information can be found in the methods sections of a well-constructed grant application.
• This section should provide details of the project budget in 1-2 sentences (or ~10-15% of the total word count).
• The first sentence should state the projected cost of the project. Make sure the cost given is reflected down to the penny in the budget section of your grant proposal.
• Then, briefly outline how the budget was created to add a measure of legitimacy.

Expected Outcomes and Positive Impact

• Summarize the goals of your project and include a statement about the broader implications for your customers, the target population, and/or society in 3-4 sentences (or ~35-40% of total word count).
• This section should immediately address how the funder's mission statement is addressed through your grant application.
• Use keywords from the funding opportunity announcement within your executive summary. Oftentimes a reviewer is looking for an exact word or phrase—make the reviewer's job easier by including word-for-word snippets from the funding announcement within your executive summary.
• It should ultimately link back to statements made in the background/purpose section. Avoid making broad statements not supported by data.
• Finish by discussing the positive impact of your proposed work and how the expected outcomes will advance your business and the funder's mission.

Click to find the best grants for your nonprofit from 12,000+ active opportunities.

Search 150+ subcategories

What to Make Sure to Include in Your Executive Summary

Be sure to read all of the instructions for your proposal summary. This usually includes an application guide which can be generic, and any funder-specific or funding announcement-specific instructions.

Your good idea will not be funded if you do not follow the directions.

Note the formatting specifications. Understand the mechanics of the proposal. Knowing what forms to fill out and how to fill them out correctly by fully understanding the purpose each form serves in achieving the agency's mission is integral to your success.

In addition to following the instructions for the executive summary, here are a few additional items you should include in your executive summary:

The keys to an effective executive summary include:

• Immediately establish the relevance of your application to the sponsor's mission.
• Introduce the gap in knowledge base/unmet need that will drive your application. Describe the objective of this application, what it seeks to accomplish, which must be to either fill the gap or meet that need that you delineated in the first paragraph.
• Discuss your central hypothesis and link it to the objectives.
• Write the first few lines on your expected outcomes. These are the payoff items the funding agency can expect if they fund your application. Ensure that you have at least one significant expected outcome for each of your objectives. There must be a clear linkage back to the objective that produced them.
• Summarize how you will engage customers and stakeholders in your project.
• Describe how your project plan is responsive to the specific funding opportunity and its relevance to the mission of the funding agency.
• You need to write the final few general closing lines about the positive impact of your proposed project. Summarize the overall impact of the expected outcomes that, collectively, will advance your business/field/urgent need vertically, as well as contribute to the mission of the funding agency and the funding opportunity that you are targeting.

The funding announcement or notice of funding opportunity often expresses the inspiration of the funding agency, defines the final selection process, and highlights those areas in which they are most interested in funding.

The best way to win a grant is to understand the motivation and process driving the selection decision.

Knowing as much as possible about why and how businesses are chosen over others makes it easier to craft a successful application. Check out this workshop by Maryn Boess on how to ask for funder feedback effectively to better understand grantmaker processes.

Now that we know what to include, let's look at what you should leave out of your executive summary.

What to Leave Out of Your Executive Summary

Grant writing is similar to writing a short story. You need a compelling plot that has supporting details along the way and brings the reader to a clear and vivid conclusion .

Write in simple, declarative sentences and avoid complex, compound sentences in your proposal summary.

The project executive summary should not:

• Oftentimes funding agencies will publish snippets of the executive summary once the project has been funded on the funder's website. Consider that your closest competitors may be able to read the summary prior to project completion. Sensitive or confidential information should not be included for this reason.
• The executive summary should be written in lay language to allow the general public to understand your project without reviewing the full application.

The executive summary is not a suitable avenue for critical analysis or sweeping allegations . You should be clear and coherent throughout and explain only the essentials of the project.

Grant Proposal Executive Summary Tips to Follow

In summary, you want the reviewer to enjoy reading your executive summary. An effective executive summary should mirror the headings and outline of your full grant proposal in a way that sets the reader up for the main points of the project and focuses on the solutions you bring to the table.

Here are the industry's best tips on writing a grant proposal executive summary:

• Why is this project relevant to the sponsor's mission? How is your project responsive to the specific funding opportunity and to the mission of the funding agency?
• What is the gap in knowledge/unmet need that drives your grant application?
• What does your organization do? What is its mission and background?
• Why is your organization uniquely positioned to solve this problem/meet this urgent need?
• What are the specific objectives of this application? What does it seek to accomplish—( hint , it must be to either fill the gap or meet that need that you delineated in the first paragraph!)?
• What is the proposed project? What will it accomplish?
• What are your expected outcomes, and how will you measure them? What are the payoff items the funding agency can expect if they fund your application?
• How will you engage customers and stakeholders in your project?
• What is the positive impact of your proposed project? What is the general impact of the expected outcomes that, collectively, will meet the urgent need and contribute to the mission of the funding agency?

The keys to an effective executive summary include crafting a meaningful and compelling executive summary. Remember to focus on your solution to the problem more than the problems themselves!

Example of an Executive Summary

The Parkville Junior Center is the largest junior center in Platte County and serves more than 150 adolescents each day through a wide variety of programs. Our mission is to help adolescents improve and maintain a healthy and independent routine and to maximize their quality of life.

It was established as a 501(c)(3) organization in 1994 by a group of six high schoolers ages 16 to 18 who wanted to create a place with events and support services that would accommodate the specific needs of high schoolers.

The Junior Center addresses the health, social, recreational, and logistical needs of the adolescent population in three cities.

We are mindful of the changing demographics in our junior center's service area and are committed to growing and adapting our junior center to meet the emerging needs.

The After-School Community Outreach Pilot Project will provide comprehensive access to health and social services to the adolescents in the minority communities served by our center.

Program objectives include increasing by 50% the number of monolingual Spanish-speaking adolescents who access center services for the first time within the grant period; connecting with a minimum of 50 Latino adolescents in our new tutoring class; and increasing our referrals of Latino adolescents from community clinics to partnering nonprofits by 50% within the grant period.

After completing the pilot phase, we are committed to introducing access to the other center programs.

The Center plays a dynamic role in the lives of adolescents in Platte City, Parkville, Lee’s Summit, and Olathe as evidenced by our 92% approval rating from our clients in 2018. These four cities account for 40.8% of Platte County's total adolescent population (5.2% total population of the county).

Our service area has a rapidly growing adolescent population that has doubled since 2000 and is expected to double again over the next decade.

Nearly 10% of our adolescents are living below the federal poverty line, and it is estimated that cumulatively, Latino adolescents--both bilingual and monolingual--make up an ever-growing segment of total adolescent population in our service area.

The total cost of implementation of our After-School Community Outreach Pilot Project is $150,000. Of this amount, $75,000 has already been committed from both county and city governments and other funders.

Your investment of $75,000 will secure the total funding needed to fully implement this pilot project. We are eager about the prospect of partnering with you.

Thank you for considering our request.

Get 9 grant writing guides, exclusive to Instrumentl subscribers. Stress less and raise more—new guides every week, for free.

Grant writing advice, step-by-step guides, and more in our weekly newsletter..

10k+ grant writers have already subscribed

Wrapping Things Up: How to Write an Executive Summary for Your Grant Proposal

An executive summary should identify all of the critical points in each section of your larger grant proposal. This is just a highlight summary of the key points that you know are important to the funding agency.

Be consistent and do not introduce any new information that has not already appeared in some part of your larger proposal.

Remember, the executive summary will be read by every reviewer and by funding agency staff members and, this is the first piece of the grant application that reviewers will read .

Your executive summary should be so breathtakingly amazing the reviewer remembers you out of 2,000 other applicants and risks screaming through the office to get to their boss' desk.

If you'd like to give your grant writer the best tools for finding, tracking and managing good fit grant opportunities, try Instrumentl for 14-days free .

Instrumentl is the all-in-one grant management tool for nonprofits and consultants who want to find and win more grants without the stress of juggling grant work through disparate tools and sticky notes.

Become a Stronger Grant Writer in Just 5 Minutes

Grant writers who raise millions stay up-to-date on trends and tips by subscribing to our newsletter.

Related posts

What separates successful grants from grants that get rejected.

Explore the essential elements that transform your grant proposal from good to outstanding. Learn what sets successful grant applications apart from the rest and maximize your chances of securing funding.

How to Leverage Impactful Letters of Support For Your Grant Applications

Maximize your grant success with impactful letters of support. Discover expert tips and strategies in our comprehensive guide on leveraging letters of support for your grant applications.

How To Optimize Your Team For The Grant Application Timeline Cycle

From research to post-award management, master nonprofit grant application timelines with our comprehensive guide.

Try Instrumentl

The best tool for finding & organizing grants

128 reviews | High Performer status on g2.com

How to Write an Executive Summary for a Grant Proposal

Every successful grant proposal starts with an engaging executive summary. It stresses the significance of the proposed research, and it makes a compelling case for your grant request in a short and readable passage. Here we explain the value of the executive summary and what should (and should not) go into it.

Updated on June 15, 2022

Every successful grant proposal starts with an executive summary. The executive summary presents the key elements of your application in a condensed and engaging form. It's also sometimes called a project description, abstract, or summary.

A grant proposal's executive summary introduces your research project goals, preliminary findings, and the personnel involved. It stresses the significance of the proposed research. It makes a compelling case for your grant request in a short and readable passage.

This article explains the value of the executive summary and what should (and should not) go into it if you want to get your funding.

Why is an executive summary important for a grant proposal?

Grant proposals are organized into distinct sections. The executive summary is often the most important section because it's the first thing reviewers will read, just like an abstract is often what readers read first when searching for useful research.

Some granting agency reviewers may base their opinion on the abstract alone. “The abstract must sell the grant,” says a US-based grant evaluator . “If I don't get interested by the first page, the proposal is lost,” says another .

Even when evaluators read the entire proposal, those first impressions are critical. If these decision-makers come across a poorly written executive summary, they might start reading the following pages with a negative bias—this may be difficult to overcome. Or they might stop right there. However, if the executive summary is well written, evaluators will likely approach your proposal with a more welcoming attitude.

There are also administrative reasons why the executive summary matters. Some granting agencies, like the U.S. National Institutes of Health ( NIH ), use the grant proposal title and executive summary to assign proposals to a specialist review panel. Your executive summary should reflect the key elements of your proposal so it ends at the hands of those who will see its value.

Strictly follow the granting agency's requirements

Before you start drafting the executive summary, learn everything there is about the sponsoring agency.

Start by perusing funded grant applications. How is their summary structured? How much did they score in this section?

Requirements differ across granting agencies. Many have a word limit for the executive summary (~500). Others ask for a more comprehensive description of the project (2–3 pages).

Some ask you to mention the type and amount of funding or other support you're after. And yet others want the budget to be submitted separately from the technical proposal. Picky picky, but they make the rules you have to play by.

Let the sponsor's mission and funding proprieties shape your executive summary.

What should you include in the executive summary?

Certainly, the granting agency's funding priorities, mission, and specific guidelines will inform the content of your executive summary. There are also general best practices that work across different fields.

Here, we'll give you a basic structure. Then keep reading to see a real example.

General concept

Try to structure your executive summary like an abstract—only with more emphasis on your (and your research project team's) ability to do the research.

Regardless of the summary length—ranging from one paragraph up to two full pages—you need to answer the following questions:

• What is the broader context in which your research is situated?
• What is the gap in the knowledge base that your research project will address?
• Why are you ideally suited to deliver this project?
• What do you intend to do (project objectives) and how (methodology)?
• Why is this research project worthy of funding?

Executive summary structure

This is the typical order you might follow, though it's not always as strictly defined as a research abstract.

Background and problem/need assessment

At the start of your executive summary, briefly contextualize your proposed research in the overall landscape of existing scholarly work. Then mention the unmet need(s) or knowledge gap(s) creating the need for your research. To make these points, you can use phrases like “It is still unclear how...”, “…has not been determined”, or “there is currently limited research on…”

Research project team's abilities and experience

Next, mention who you and the rest of the research project staff are, including any external collaborators. Describing your competencies and previous research record can convince the evaluators that you deserve this funding.

Your executive summary should stress your unique capacity to get work done and meet the sponsor's needs. If you have a website for your project, link to it in a footnote or with an embedded link.

Goal and objectives

Present your project's overall goal and particular. For policy-related research, this may also cover the aim to develop interventions that solve the real-world problem you are researching. You can make these points with phrases like “Our overarching aim is...”, “We propose to explore…”, or “We will investigate the…”

Strategy/methodology

After stating the purpose of your research project, briefly describe your research design or methods used to conduct the work. This includes possible barriers or shortcomings. To do so, use phrases like “We will show this, drawing on X/Y theories” or “We will achieve this goal by…”

Preliminary results/outcomes

It's good to refer to the initial or expected findings of your research. This builds the reviewers' confidence in the feasibility of your work.

Research project significance/impact

Conclude by addressing the (positive) impact of your proposed research.

• Why does the problem you're trying to solve matter?
• How will the expected outcomes benefit society and/or serve the funder's mission?

Useful phrases here include: “has important implications for …”, “will shed critical light into…”, and “These results will contribute greatly/play a key role in…”

Sample executive summary

Background : The cumulative intensity of human stressors has led to degradation of marine ecosystems and the deterioration of biodiversity in the Mediterranean Sea.

Gap in the field, need for this research : Practical conservation measures are required to shield threatened marine ecosystems from intrusive human activity. Conservation must involve social views supported by human values that differ significantly between Mediterranean countries. Social, financial, and political differences increase the challenge of balancing sea conservation with sustainable use. Extensive cross-regional cooperation is urgently needed to secure adequate protection of this region's marine ecosystems and biodiversity.

Research project goals : This research project aims to promote collaborative research to support marine management and conservation design and influence policymaking.

Methodology, team's abilities : We will devise innovative approaches and mechanisms to reduce knowledge gaps and promote marine conservation science.

This project involves collaboration between the Marine Conservation Department of Big Fish University and the G. W. Sharque Center for Applied Research. The project team comprises a multidisciplinary group of internationally renowned experts in marine biodiversity conservation. These members have collaborated successfully in the past on two funded projects.

Expected project activities and outcomes : This partnership is uniquely positioned to support the development of cross-regional and national policies through four key activities:

• Develop analytical tools to explore cumulative human impacts on the Mediterranean marine ecosystem
• Determine key scientific and technical gaps in existing conservation actions.
• Coordinate marine conservation policy across national borders in the Mediterranean.
• Identify adequate governance procedures to establish and manage marine protected areas.

Practical applications, research impact : Meeting these research aims will have important practical applications. It will enable integration of marine conservation policy into cross-regional maritime planning agendas for the Mediterranean seas. In this way, it will help counter the loss of biodiversity and ecosystem services in this region.

What should the tone be?

Grant evaluators read dozens, even hundreds, of grant proposals every week. The executive summary should capture their interest to convince them to read the entire application. To achieve this:

• Give a clear and concise account of who you are, what you need the money for, and how you'll use them. The executive summary should be a clear road map for your proposal.
• Write in an instructive manner to explain your topic and be understood by people working in the same or related fields. The executive summary should stand in its own right.
• Be convincing (but also pragmatic) about your research project team's ability to carry out the research. As noted, you can do this by mentioning your research record of accomplishment.

What to avoid when writing an executive summary

Naturally, as there are best practices, there are things to avoid. These are the main ones when writing your executive summary.

• Don't address the funder directly . Only do this in the cover letter (if requested).
• Don't give out too much . Don't go too deep into what your project will accomplish or how you'll manage it. And don't use too many citations; about five is enough. You'll have space for this later.
• Don't write in the first person . Aim to sound objective and persuasive. But note that a different tone may be needed for grants in areas like the arts and philosophy, where the researcher's subjectivity is often a key factor.
• Don't give any confidential information . Funding agencies might publish parts of the executive summary of the funded project on their website. You don't want your competitors to read any sensitive information.
• Don't focus more on problems than the proposed solutions . This might make reviewers think your project isn't feasible.

Expert insider tips

Hopefully, after reading this, you saw the executive summary is all about quality over quantity. A precise and specific summary beats a wordy and redundant one. So how can you use the limited space provided to the greatest effect? We'd like to offer a few experience-based tips.

• While the summary is the first section in the proposal document, it's often best to write it at the end . It will be easier to outline the most critical points in a condensed form when you have a complete picture of your project. (Double hint: take the same approach for writing your manuscript abstracts.)
• If your executive summary is longer than one page, use subheadings for each section to make it easier to read (just like we did in this article) . You can also include bulleted lists where possible. Avoid “walls of text.”
• The executive summary should follow the logical flow of the main points in your proposal . It should only reference topics and information explained in detail in the main body of your submission.
• If the call for grant proposals includes evaluation criteria, keep these in mind as you write the executive summary . For example, it might state that the project impact subsection carries more weight than the personnel. In this case, you could dedicate more attention to the significance and broader impact of the proposed research in the executive summary than to the team's competencies.

The AJE Team

See our "Privacy Policy"

• Find Funding
• Loan Guides
• Explore Business Cards
• Business Card Guides
• Search for Grants
• Grant Guides
• Hire a Grant Writer
• Accounting & Finance
• Sales & Marketing
• Start a Business
• Buy a Business
• Business Discounts
• Newsletters

How to Write an Executive Summary for a Grant Proposal

by Fundid on Nov 15, 2021 9:30:00 AM

The Grant Marketplace is crowded. Whether you seek funds for a business or a non-profit organization, you compete with many other parties to get funding from a limited pool of resources. For that reason, your grant proposal needs to stand out from the very beginning — literally.

Before your audience gets into the weeds of your proposal, it’s important to have an eye-catching executive summary that outlines your project in concise detail. In this post, we’ll discuss how to write an executive summary for a grant proposal that will generate interest and enthusiasm. 

What Is an Executive Summary for a Grant Proposal?

The executive summary — also called an abstract or project summary — is a high-level, condensed synopsis of your business plan . It summarizes the most important aspects of your proposal in an abbreviated, to-the-point manner.

A typical executive summary for a grant proposal explains the need that your organization or business will address, your organization’s structure, its financial needs, and the positive impact your organization will have on its patrons or customers.

Why Is an Executive Summary Important?

Grant-makers — whether they’re government agencies or private foundations — get a lot of grant applications. Thousands come across reviewers’ desks every week. A typical reviewer can only examine a couple of dozen of these applications in a single day.

The executive summary is the first piece of information a grant reviewer sees on every proposal, so it needs to stand out. Many reviewers decide whether to take a deeper dive into a proposal based on the quality of the executive summary. It needs to elicit a sense of excitement and curiosity in whoever reads it.

An executive summary for funding a proposal also represents the “spirit” of the project. If it’s for a business, it summarizes the need for a product or service in the current marketplace. If it’s for a non-profit, it outlines the issue or problem the proposal addresses. It then supplies concise, direct answers for how to get it done. 

What Should an Executive Summary for a Grant Proposal Include?

A quality executive summary should include all of the following components. If you are interested in getting help writing your executive summary or grant application in general, UpWork is a great tool for that. 

Description of Your Product or Service

This is the core of your entire proposal, so it should be mentioned upfront. What product are you selling or what service will your organization provide?

Business or Project Objective

Your product or service is designed to fill a certain need in the marketplace or community. Define that need and explain how you’ll fill it.

Summary of Marketplace or Community

If you’re starting a business, you should have some idea of the market you’re entering into — who’s looking for your product and who will you be competing against? 

If you’re a non-profit, you’ll want to describe the needs of the people you’ll serve and why their needs can’t be met without your help.

Qualifications

Briefly explain why you and your business or organization are uniquely equipped to provide the service you propose. If you’re a business, you should explain what gives you the advantage over potential competitors.

Expected Growth

Grantors want to believe they’re backing a venture bound for success, whether through return on investment or sustainable community improvement. Outline your vision for growth in the future.

Funding Needs

Give a very general explanation of how much money you need and how it will be spent — administrative expenses, production costs, marketing, equipment, and so forth. 

Questions an Executive Summary for a Grant Proposal Should Answer

Some of the most important questions you should answer include: 

• What is your mission?
• Why is your mission important?
• What need does it fill, or what problem does it solve?
• What is the final goal or accomplishment you will achieve?
• Why are you best suited to provide this service?
• How much will it cost? 

If you’re applying for a grant from a specialty organization, make sure that you also tailor your summary accordingly.

How Long Should an Executive Summary for a Grant Proposal Be?

Since it serves as an introduction for the rest of your proposal, the executive summary should be as concise as possible. You’re just covering the main points of your business idea in a way that entices the reader to keep reading.

Ideally, you want your executive summary to fit on one page. Some projects may justify a two-page executive summary, but that’s the absolute maximum. Aim for one page, or four to six paragraphs, as much as you can. 

Tips for Writing an Executive Summary for a Grant Proposal

Finish your grant proposal first, then write the executive summary. You’ll already have the structure in place and know what general points should go on the front page. 

Additional tips and tricks include:

Grab attention.

Remember that your proposal is just one of dozens, maybe hundreds, that the grant reviewer will have on their desk. Make a strong effort to command your readers’ concentration right at the beginning and motivate them to want to find out more.

Pretend the Summary’s Audience Is Wider than It Actually Is

In the best-case scenario, your executive summary should state your proposal’s case sufficiently enough without an attached proposal. That doesn’t mean it needs to go into specifics, but it should convey a complete sense of the project by itself.

One way to do this is to imagine that you’re writing the summary for a wider audience, not just the reviewer(s) responsible for deciding on your grant. 

Picture your summary being read by someone just looking for general information about your service or issue. What could you say in one shot that will make anyone understand your proposal?

Follow the Funder’s Guidance

Many grant-makers and foundations issue specific instructions for grant-writing, including the executive summary. They may have a hard word count or line limit or insist that your documentation follow a certain defined structure.

If that’s the case, follow every direction to the smallest detail. Heeding their requirements proves that you’re aware of their concerns and administrative needs, which will make them more likely to approve your proposal over someone who’s ignored them.

Be Positive

Even if your proposal is addressing a problem or need, it’s important to make your executive summary as positive and hopeful as you can. Focus on the solution and the ideal outcome you propose. You’re looking to inspire, and inspiration is far easier to cultivate with positivity than negativity.

Stick the Landing

Pay special attention to your conclusion. It’s the “parting shot” that will leave the biggest impression on your audience. Use it to explain how your solution will work and the greater effect it will have on the marketplace and community. Give it enough impact to inspire others to read on. 

The Bottom Line

The executive summary for a grant proposal is a mission statement, sales pitch, and inspirational message all in one. It sets the tone for the work you want to do and explains why it’s vital. It’s the most effective way to build enthusiasm and support — or, alternately, the reason your proposal isn’t considered.

Use some effort and foresight to craft an executive summary that’s true to your mission’s spirit and end goals. After all, your potential grantors will want to enjoy your success or feel positive about their contributions. The executive summary is the first opportunity they’ll have to understand your project — so make it count. 

Find Grants to Grow Your Business 

Searching for grants to fund and grow your business? Fundid can make finding grants for your business more streamlined and easier than ever before. Sign up for the Grants for Growth Newsletter and search for grants in our Grant Marketplace .  

• Application Process (14)
• Finding Grants (10)
• Writing Process (9)
• Funding Basics (1)
• June 2023 (1)
• May 2023 (2)
• March 2023 (2)
• January 2023 (2)
• November 2022 (1)
• October 2022 (1)
• August 2022 (1)
• January 2022 (1)
• November 2021 (2)
• October 2021 (1)
• September 2021 (5)
• August 2021 (3)
• July 2021 (1)
• May 2021 (1)
• February 2021 (4)
• January 2021 (2)

Subscribe by email

How to Write a Successful Executive Summary for Your Grant Proposal

• Nonprofit Organizations
• Retail Small Business
• Restauranting
• Real Estate
• Import/Export Business
• Freelancing & Consulting
• Food & Beverage
• Event Planning
• Construction
• Operations & Success
• Becoming an Owner

Joanne Fritz is an expert on nonprofit organizations and philanthropy. She has over 30 years of experience in nonprofits.

Because the executive summary (sometimes called an "abstract') will be one of the first things a reviewer reads, make sure that it persuades her to continue reading your grant proposal and then delivers, quickly, the basics of what you are asking for.

It is worth remembering that only one in ten proposals ever gets accepted. Also, grant reviewers read dozens of proposals during a day or a week. To get beyond their glazed eyes and brains, your proposal must be outstanding. Start by getting the summary right.

Here is where you convince the grant reviewer that your proposed program is necessary, and help her understand the urgent need for the program and the results you expect from it. Also, you must convince the reviewer that your organization has the expertise to accomplish this critical task.

After the cover letter , which first makes the connection between the funder's interests and your grant proposal, the summary may be the hardest part of the proposal to write because it demands both completeness and brevity.

It is best to hold off on writing the summary until the rest of the proposal has been completed or close to being done. That way, you'll have all the information you need at hand. And you're less likely to leaves something out or have to go back and correct something once the rest of the proposal is done.

Explain the main points of the entire proposal as simply as possible. At the same time, make it enjoyable to read, so that your proposal will stand out from all the others a reviewer might see on a typical day. Be sure to avoid common mistakes like focusing more on problems than solutions.

Laser Focus on These Points

• Identify the critical points in each section of your proposal and include only those points in the summary.
• Highlight the key points that you know are important to the funder. Which ones match the funder's interests? 
• Be consistent. Don't introduce new information at this point. Only use information that has already appeared in some part of your proposal.
• Use these questions to flesh out your summary:
• What does your organization do? What is its mission ? Identify yourself clearly.
• What are the proposed program's title, purpose, and who will it help? Describe the specific need you're meeting and the project's  objectives . 
• Why is this project important? What problem does it solve or remediate?
• What will the project accomplish? And how will you recognize success?
• Why should your organization do this program (as opposed to any other group)? Summarize your competencies and experience.
• How much will the total project cost ? How much are you asking from this funder? How will this project be funded in the future? Do you have partners or grants from other funders?
• Make sure the summary is brief. Try for no more than one page with 4-6 paragraphs. Some funders include word or line limits for the summary or abstract. Adhere to those guidelines exactly. Also, although it might be tempting to cut and paste sentences from other parts of the proposal into your summary, don't. Use those sentences, but rewrite them.
• Thank the funder for considering your request.

Sample Executive Summary

The Some City Senior Center was established as a 501(c)(3) organization in 1994 by a group of six seniors ages 60 to 82 who wanted to create a place with activities and support services that would cater to the specific needs of seniors. The Center addresses the health, social, recreational, and logistical needs of the elderly population in four cities. We are the largest senior center in Any County and serve more than 450 older adults each day through a wide variety of programs. Our mission is to help seniors improve and maintain a healthy and independent lifestyle and to maximize their quality of life.

We are conscious of the changing demographics in our center's service area and are committed to growing and adapting our center to meet the emerging needs. The Senior Latino Community Outreach Pilot Project will provide comprehensive access to health and social services to the seniors in the Latino communities served by our center.

Program objectives include ensuring that a minimum of 75 Spanish-speaking seniors with Type II diabetes maintain stabilized blood sugar levels for three consecutive months; increasing by 50% the number of monolingual Spanish-speaking seniors who access the services of our center for the first time within the grant period; engaging a minimum of 50 Latino seniors in our new healthy Mexican food cooking class; and increasing our referrals of Latino seniors from the community clinics and partnering nonprofit organizations specifically serving the Latino community by 50% within the grant period. After the pilot phase of the program has been completed, we are committed to phasing in access to our center's other programs.

The Center plays a vital role in the lives of seniors in Some City, Valley Vista, Grove Beach, and Hill Viejo as evidenced by our 92% approval rating from our clients in 2007. These four cities account for 30.8% of Any County's total senior population (which is 15.2% of the county's total population). Our four-city service area has a rapidly growing older adult population, which has nearly doubled since 2000 and is expected to double again over the next two decades. Nearly 50% of our seniors are living below the federal poverty line, and it is estimated that cumulatively, Latino seniors--both bilingual and monolingual--make up an ever-growing segment of total senior population in our service area.

We believe that this project will introduce our center and services to an extremely underserved senior population. As a result, we anticipate a rise in Type II diabetes self-management, fewer seniors who have no medical home, increased diversity among our clients to reflect the changing demographics of the cities we serve, and improved quality of life for those clients.

The total cost of implementation of our Senior Latino Community Outreach Pilot Project is $190,000. Of this amount, $140,000 has already been committed from both county and city governments and other funders. Your investment of $50,000 will complete the funding we need to fully implement this pilot project, and we are excited about the prospect of partnering with you. Thank you for your consideration of our request.

*Reprinted with permission from Winning Grants Step by Step, Third Edition, 2008, Jossey-Bass, 2008

Recommended Resources:

" Winning Grants Step by Step: The Complete Workbook for Planning, Developing and Writing Successful Proposals " 4th Edition, Tori O'Neal-McElrath, Jossey-Bass, 2013

" Grant Writing for Dummies " 5th Edition, Beverly A. Browning, Wiley, 2014

By clicking “Accept All Cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage, and assist in our marketing efforts.