How to Read an RFP: A Checklist for Deconstructing Grant Guidelines
For a nonprofit leader, few things bring on a mix of excitement and dread quite like a 50-page Request for Proposals (RFP). The excitement comes from the possibility—the new program, the expanded services, the mission advanced. The dread comes from the dense, jargon-filled document itself.
This is a high-stakes, high-anxiety task, and for good reason. One of the most common and painful mistakes a nonprofit can make is failing to follow the funder’s instructions to the letter. A missed attachment, an incorrect budget format, or a narrative that exceeds the word limit can get your entire proposal disqualified before a human even reads your mission statement.
But an RFP is not just a list of rules designed to trip you up. It is the funder’s complete instruction manual, and more importantly, it’s the “answer key” to the test.
Stop skimming. Start deconstructing. Here is a 5-step checklist for reading an RFP like a professional grant writer.
Why You Can’t Just “Skim” an RFP
The single biggest mistake in grant writing is the “one-size-fits-all” proposal. Funders can spot a generic, copy-pasted application from a mile away. The RFP is your guide to customizing your proposal to align perfectly with that funder’s specific mission, values, and language.
Following the instructions isn’t just a technicality; it’s your first test of competence. When you submit a perfectly compliant proposal, you are sending a powerful, unspoken message: “We are a professional, well-managed, and low-risk organization that can be trusted to manage your funds.”
Your 5-Step Deconstruction Checklist
Treat the RFP like a blueprint. Grab a highlighter (digital or physical) and work through these five steps in order.
1. The “Go/No-Go” Filter (Eligibility) Before you write a single word, find the “Eligibility Requirements” section. This is your first and most important filter. You must be able to say “YES” to every item here. Look for:
- Deadline: Is it feasible? (Check the time zone!)
- Geographic Focus: Do you serve the required city, state, or region?
- Organization Type: Do they fund 501(c)(3)s? (Or your specific designation).
- Mission Alignment: Does your project perfectly match their stated “funding priorities”?
If the answer to any of these is “no,” stop. Do not pass go. You have just saved your organization dozens of hours.
2. Highlight the “Funder’s Priorities” (The “Why”) Next, find the sections describing the funder’s mission, values, and goals. Pay close attention to the specific language and terminology they use. If they say “food insecurity,” don’t you say “hunger.” Mirror their language. Your proposal should be a direct, tailored response that proves your project is the single best vehicle to help them achieve their goals.
3. Create Your “Master Compliance List” (The “How”) This is the most tedious but most critical step. Create a new document and list every single administrative rule. Missing one can mean disqualification.
- Format: Font size, margins, page numbering.
- Limits: Page limits and word counts for each section.
- Attachments: A checklist of every required document (e.g., Form 990, board list, 501(c)(3) letter, logic model).
- Submission: Is it via an online portal? Email? What is the exact file naming convention?
4. Dissect the “Budget Requirements” (The “Money”) Budget sections are notoriously exacting. Look for:
- Budget Template: Do they require you to use their specific Excel sheet?
- Allowable Costs: What will they not pay for? (e.li., capital expenses, salaries).
- Indirect Costs: Is there a cap on your overhead or administrative rate?.
- Budget Narrative: Do you need to provide a written justification for each line item?.
5. Find the “Evaluation Criteria” (The “Answer Key”) This is the “secret weapon” that most nonprofits overlook. The RFP will often include the “scoring rubric” or “evaluation criteria” the reviewers will use. This is the funder literally telling you how you will be graded. Your proposal’s headings and structure should align directly with these criteria, making it as easy as possible for a reviewer to check all the “yes” boxes.
From Intimidating to Actionable
When you have a system, the RFP transforms from an intimidating document into an actionable roadmap.
Reading the RFP is a critical part of your “Winning Strategy,” but it’s just one of the four pillars of grant readiness. What happens when you pass the RFP test, but the funder reviews your budget and finds it unconvincing (“Fundable Foundation”)? Or they visit your website and find your message confusing (“Compelling Narrative”)?
The GrantReady Elevation Audit is a comprehensive 4-part operational assessment that analyzes your entire organization through a funder’s eyes. We identify and help you fix the hidden weaknesses in your foundation, story, and operations before you ever write the first word of a proposal.
Don’t wait for a rejection to find out you’re not grant ready.
(https://grantreadynow.com/contact) to schedule your free discovery call and build a truly unassailable grant strategy.
Frequently Asked Questions (FAQ)
Q: What is the first thing I should look for in an RFP?
A: The “Eligibility” section and the “Deadline”. If your organization does not meet the specific eligibility criteria (like geographic location or 501(c)(3) status) or if you cannot realistically meet the deadline, you should not apply.
Q: What is the most common mistake nonprofits make with RFPs?
A: The most common and costly mistake is failing to follow all formatting and content instructions. Even small errors like exceeding a section’s word count, using the wrong font size, or omitting a required attachment (like a board list or budget) can lead to immediate disqualification.
Q: Should I contact the program officer if I have a question about the RFP?
A: First, read the RFP to see if they allow contact. Many funders will specify “no calls” but may hold a Q&A webinar or have an FAQ section. If contact is permitted, asking a specific, intelligent, clarifying question (that isn’t already answered in the RFP) can demonstrate that you are a diligent and serious applicant.
Take the first step towards securing more grants and achieving your mission with a GrantReady Elevation Audit.
