Insights on Grant Writing from the Front Lines of the Charitable Sector
For many charities, grant writing has become harder, more time consuming, and less sustainable, even as it remains critical to their survival. But a recent survey from the Charity Insights Canada Project (CICP) reveals more than just the usual barriers. The survey reveals where progress is happening and what’s working. Some organizations are improving their odds by investing in people, using smarter tools, and building stronger relationships with funders. Still, the majority are stretched thin, facing low success rates and high administrative demands.
A Snapshot of Grant Writing in the Sector
- Over the past year, only 28% of charities report a high success rate of 76-100% in their grant applications. Almost 40% had a success rate of 50% or less, and 14% didn’t apply for grants at all.
- Only 27% of charities have a dedicated grant writer, while 64% rely on various staff to share the work alongside their other responsibilities.
- Time remains a major investment: 27% of organizations spend on average 16-30 hours on each grant application, while 9% dedicate 30 hours or more.
(Excludes ‘Not sure’ and ‘N/A’ Responses)
Grant Writing Has Not Gotten Easier for Most Charities
Despite the widespread adoption of application portals to streamline the process, most charities say the grant writing process hasn’t eased and for many it has gotten harder. And that holds true across the board. Whether large or small, new or long-established, the challenges look the same across charities.
When asked whether grant writing has become more difficult, the responses show no meaningful difference by size or age of organization. For instance, 43% of large charities say it’s harder now, compared to 31% of small ones. This difference is not statistically significant (X²(8, N = 670) = 8.19, p = .415 (Excludes N/A and Not sure Responses).
The same pattern holds across organizations in different years of operation (X²(8, N = 670) = 7.59, p = .475, Excludes N/A and Not sure Responses). In short, most charities, regardless of who they are or how long they’ve been around, are feeling the same uphill challenge with grant writing.
Why Grant Writing is Easier for a Few but Harder for Many
Some charities report an ease in grant writing because they have hired full-time grant writers or external consultants, or they dedicate more internal resources to the process. Others credit improved internal systems, like better data collection and tracking, that make reporting and storytelling easier. A few highlighted the shift to more user-friendly online application systems and the rise of AI tools like ChatGPT, which have sped up the drafting process.
Relationships matter too. Several organizations pointed to stronger connections with funders, repeat applications, and the growing trend toward trust-based philanthropy where long-standing partnerships lead to simpler reporting and more flexible funding.
Yet for the many more charities, the story is starkly different.
Charities shared the challenges of growing competition for fewer dollars and post-COVID funding declines. Others noted being repeatedly denied grants they had previously received- without clear explanations why. “It’s like trying to win the lottery,” one respondent shared. And the administrative load is proving unsustainable for many:
“It is incredibly time consuming, especially for programming grants that are for a one-year period – often we are having to apply year after year in order to continue programming that continuously shows good outcomes.”
Because funders prefer to support innovative projects, rather than core operations, charities are often forced to invent new initiatives just to stay afloat. Organizations voiced frustration over narrow eligibility criteria, shifting funder priorities, and rising expectations for data.
How to Improve Grant Writing: Insights from Panelists
- The need for simplified, standardized applications across funding bodies.
- Greater transparency in funder decision-making processes.
- The importance of multi-year, sustainable core funding to reduce administrative fatigue and improve impact.
Grant writing for many charities is an essential but increasingly heavy burden. While some are finding success through better tools, stronger teams, and evolving funder relationships, the sector as a whole is under strain. If funders and policymakers want to support meaningful community impact, they must also invest in making the funding process more accessible, transparent, and sustainable.
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