How to Use AI Tools to Write Grant Proposals?

  • Editor
  • June 3, 2024

Crafting a winning grant proposal can be an intimidating task. Juggling research, outlining, and persuasive writing while meeting deadlines can leave even the most seasoned grant writer feeling overwhelmed. Here’s the good news: you don’t have to do it alone.

I have gathered some of the best AI writing tools to help you brainstorm ideas, structure your proposal, and even fine-tune your writing, making the entire process smoother and less stressful so that you can easily learn how to use AI tools to write grant proposals.

Beginning your first grant proposal? Keep reading to find out how to get started!

How to Use AI Tools to Write Grant Proposals – Step-by-Step Guide

While crafting a winning proposal still requires your expertise and storytelling prowess, AI assistants can become valuable companions in your grant writing journey. Here’s a step-by-step guide using ChatGPT for grant writing:

1. Start With a Specific Prompt:

The more specific you are, the better the results you will get.


Instead of just typing in “write a grant proposal,” you could type in “create a detailed grant proposal to raise funds for the underprivileged community in Mexico in order for them to access Housing Development.”


2. Improve Your Proposal with Additional Information:

You can then ask chat GPT to update the proposal with additional information like timeline, budget, stakeholders, and key performance indicators.



Chat GPT can also help you do research for your proposal. For example, you could ask it for information on the current homeless situation in San Diego or for examples of successful housing development projects


3. Achieve Your Word Limit:

Grant proposals often have strict word or character count limitations. AI tools can be instrumental in helping you condense your message efficiently. Utilize AI to summarize boilerplate language while preserving its core meaning.


I have drafted the following boilerplate language (paste your boilerplate text here). Please rewrite it to be concise and clear, ensuring it stays within a character limit of [desired character count]. Maintain the core message and avoid compromising clarity or professionalism.


4. Factcheck to Maintain Human Oversight for Optimal Results

While AI offers significant benefits, it should not replace human expertise and judgment. AI-generated content can have limitations and may require fact-checking and editing. Always maintain a critical eye on the AI output.


Ensuring accuracy, authenticity, and a compelling voice that resonates with the target audience. To achieve this, it’s crucial to humanize AI-generated text, ensuring it meets high standards of quality and engagement.

What Types of AI Tools Are Used for Grant Writing?

AI grant-writing generators have emerged as exceptionally helpful tools to streamline this process. Here are some of the best AI proposal writing tools I tried out while learning how to use AI tools to write grant proposals:

Whether you’re looking for assistance in drafting, structuring, or refining your grant proposals, it’s critical to choose the right AI writing tool for your needs. This selection can greatly impact the effectiveness and persuasiveness of your grant applications.

Tool Focus Potential Use in Grant Writing
Grantable Matching grants, proposal structure, draft feedback Ideal for streamlining the overall process. Proposal templates, best practice content, scoring optimization Excellent for building a strong foundation for your proposal.
ChatGPT Conversational AI, informative Can be used for brainstorming ideas, generating initial problem statements, or practicing responses to grant reviewer questions in a conversational format.
ProWriter (or similar grammar checker) Grammar, style, and clarity checking Ensures your proposal is polished and error-free, enhancing its professionalism.

What are Grant Proposals?

Grant proposals are formal documents written to request funding for a specific project or program. They are typically submitted to organizations like government agencies, corporations, or foundations that offer grants to support initiatives aligned with their interests.

What Are the Benefits of Using AI in Grant Writing?

As a grant writer, I’m always looking for ways to streamline the process and improve my proposals. That’s why I’m excited about the benefits AI for grant writing brings to the table. Here are the benefits of how to use AI tools to write grant proposals:

  • Free Up Your Time: Let AI handle repetitive formatting, editing, and even draft sections, giving you more time to strategize.
  • Boost Success Rates: Analyze past grants and suggest improvements to craft winning proposals tailored to funders.
  • Sharpen Your Grammar: Ensure your proposal is polished and error-free with AI’s keen eye for detail.
  • Write to Impress: Get help crafting compelling language that grabs attention and convinces funders of your project’s value.

What are Some Advanced Tips for Writing Grant Proposals Using AI?

I won a competitive grant for my clinical research project, and let me tell you, Artificial Intelligence was a game-changer. Here are some advanced tips, based on my experience and learnings, while learning how to use AI tools to write grant proposals:

  1.  Check the Funding Agency’s Guidelines:
  • Not all funding agencies allow the use of AI for proposals. It’s crucial to read the fine print to ensure AI-generated content is acceptable.
  1. Consider Data Privacy Limitations:
  • If you provide the AI with any confidential information about your project or organization, be mindful of data privacy limitations. Make sure the AI tool you’re using has strong data security practices.
  1. Don’t Use AI to Write Your Entire Grant:
  • AI is a great tool to assist, but it shouldn’t replace your expertise and voice. Grant proposals need a human touch to showcase your passion and understanding of the problem you’re addressing.
  1. Craft Custom Prompts for Specific Feedback:
  • Don’t just ask the AI for generic help. Give it specific prompts to get the most out of it. For example, ask it to suggest ways to strengthen your methodology or craft a compelling introduction for a particular section.
  1. Fact-Check Everything:
  • AI-generated content isn’t guaranteed to be accurate. Double-check all facts, figures, and citations before submitting your proposal. It’s essential to fact-check AI-generated content to ensure accuracy and reliability.
  1. Use AI for Inspiration in Figures:
  • AI can be helpful in creating visuals like charts or graphs to represent data in your proposal. However, ensure the data itself is accurate and the visuals are clear and easy to understand.
  1. Don’t Forget Human Interaction:
  • While AI can be a valuable tool, human interaction remains vital. Talk to potential funders, collaborators, and experts in your field.
  1. Play and Experiment:
  • Don’t be afraid to experiment with the AI tool. Try different prompts, see what works best for you, and have fun exploring its capabilities!

What are the Challenges in Writing Grant Proposals Using AI?

  • Limited Contextual Understanding: AI can analyze data, but it might struggle to grasp the unique context of your proposal. Grant writing involves storytelling and aligning your project with the funder’s mission, something AI might miss.
  • Lack of Human Touch: Building rapport with reviewers is crucial. AI can’t replicate the emotional connection and passion a skilled writer brings, potentially weakening your proposal’s impact.
  • Ethical Concerns: Transparency is key. If you use AI, disclose it to the funder. Unclear authorship raises ethical red flags and could hurt your application.

What Are the Future Trends of AI in Grant Writing?

AI is revolutionizing grant writing, and its potential is only growing. Here’s what the future holds for you if you learn how to use AI tools for non-native English speakers to write grant proposals:

  • Streamlining Tedious Tasks: AI will become even better at handling repetitive aspects like prospect research and note-taking, freeing up grant writers for more strategic work.
  • Enhanced Research and Editing: Expect AI to excel at summarizing research materials and offering suggestions for improved clarity, grammar, and structure.
  • Multilingual Support: AI tools will improve their ability to write and edit in multiple languages, making grant writing more accessible globally.
  • Focus on Nuance: However, human expertise will remain vital, especially for understanding the specific needs and values of your organization and tailoring proposals accordingly.

Get More Inspiration: Explore these How-to Guides Too:

For additional inspiration and practical advice, explore our how-to guides below:


AI is unlikely to fully replace grant proposal writers due to the need for human insight, creativity, and a nuanced understanding of funding priorities.

AI can be a helpful tool for drafting and organizing, but human oversight is crucial to ensure accuracy and alignment with specific grant requirements.

A proposal is a general term for any document suggesting a plan or idea, while a grant proposal specifically seeks funding from an organization or institution.

Yes, several free AI tools are available for grant writing, offering basic drafting and organizational features to assist in the proposal process.

AI tools can help structure and calculate budgets, but human expertise is necessary to ensure accuracy and adherence to specific grant guidelines.

Wrap Up

Grant writing can be a troublesome task, but with the right tools, it becomes significantly more manageable. This guide has shown you how to use AI tools to write grant proposals, making the process smoother and less stressful. By leveraging AI for brainstorming, drafting, editing, and research, you can streamline your workflow and enhance the quality of your proposals.

AI becomes your partner, letting you focus on the big picture and craft a proposal that wows funders. Want to learn more about AI terms? Check out our AI glossary.

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Dave Andre


Digital marketing enthusiast by day, nature wanderer by dusk. Dave Andre blends two decades of AI and SaaS expertise into impactful strategies for SMEs. His weekends? Lost in books on tech trends and rejuvenating on scenic trails.

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