91k Grant Applications Reveals Success Rates For Nonprofits

When it comes to securing grants, many nonprofits focus primarily on program-related funding. But is that the only option?

What many don’t realize is that grants for general operating expenses, training, and even capital projects often have similar success rates as program grants. Focusing exclusively on program funding might mean missing out on key opportunities to grow and sustain your nonprofit.

That’s why we’ve analyzed over 91,000 grants from Instrumentl users to uncover:

• Success rates across different types of grants
• Why some nonprofits achieve higher success with general funding
• Key strategies to improve your chances across multiple grant types

By the end of this Instrumentl Insight Report, you’ll have the data-driven insights needed to diversify your funding strategy and unlock untapped opportunities.

Ready to broaden your grant-seeking efforts? Let’s dive in!

In Instrumentl’s grant database, you can filter your grant search into five main categories of focus areas, including:

• Capital projects
• General operating expenses
• Projects/Programs
• Training/Capacity Building
• Education/Outreach

When analyzing the success rates for various types of grants, we found that they hover between 43% and 46%. 

Success Rates are Similar Across Different Types

This consistency suggests that nonprofits have similar chances of success across multiple funding categories, whether they're applying for project/program grants, general operating support, capital projects, or training and capacity-building grants.

The consistency in success rates across different types of grants suggests that nonprofits win 4 or 5 out of every 10 applications.

While training and capacity-building grants showed a slightly higher success rate of 46%, it’s important to note that fewer nonprofits pursue this type of funding compared to more popular categories like project and program grants (more on this below). This can result in less competition, which may contribute to a higher success rate.
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Don’t Take Success Rates as Guarantees

However, we caution that success rates alone don’t tell the whole story. These success rates are based on data from Instrumentl users and should be considered as a general benchmark rather than a guaranteed outcome.

Many factors can impact each nonprofit’s outcomes, such as: 

• Organization size
• Geographic location
• Relationships with funders 

For example, nonprofits with strong relationships may be invited to apply, giving them a higher chance of success. 

Shavonn Richardson, founder of Think and Ink Grant Consulting, highlights that,

“Many nonprofits are specifically invited to apply for [Training and Capacity Building Grants], especially if they have other grants with the same funder.”

Meanwhile, newer or smaller nonprofits might find it more challenging to secure competitive funding.

For more on relationship building with funders, review our guide to building relationships with funders.

As we’ll see below, fewer Instrumentl users pursue training and capacity grants in favor of more project-based funding.

When we analyzed the types of grants most frequently pursued by Instrumentl users, project and program-related grants stood out as by far the most popular.

This overwhelming preference for program and project grants reflects a common focus among nonprofits: securing funding for specific initiatives that directly impact their communities. 

Many funders prioritize program-related grants because they offer a clear, measurable outcome. 

We’ve taken a deep dive into the private grant funding landscape in a previous Instrumentl Insights Report. We learned that funders allocate a majority of grants toward Projects and Programs. 

Why?

Funders want to see tangible differences from their support. For this reason, general operating grants are often harder to find and win. This is a contentious topic among grant professionals. It prompted the Stanford Social Innovation Review to call on more funders to provide general support to stop what they call the nonprofit starvation cycle.

Takeaway: Our recommendation is that, while unrestricted funding like general operating grants are harder to find, they’re out there (see our guide to finding operating grants).

Comparing Instrumentl user success rates to the popularity of different grant types yields interesting insights. 

As we saw above, project and program grants are the most popular, but training and capacity-building grants stand out with a higher success rate of 46%.

Nonprofits should consider diversifying their strategy to include more training and capacity-building grants. Though these grants may be less pursued, they offer critical benefits that can strengthen your organization’s long-term success.

Why fund training and capacity building?

• Boost Organizational Resilience: These grants equip your nonprofit to handle challenges and adapt to changing environments by improving internal operations and strengthening leadership.
• Improve Impact and Efficiency: Strengthening your infrastructure allows your nonprofit to deliver more effective programs, improve service delivery, and reduce operational inefficiencies.
• Lay the Groundwork for Expansion: Capacity-building grants can fund crucial upgrades—like technology improvements or staff development—that enable your nonprofit to scale operations more effectively.

By incorporating these grants into your funding strategy, you’ll build for sustainability.

We reached out to grant professionals to share their expert tips and insights to help provide actionable insights on how they put them to work in their grant proposals. 

Calculate Your Current Success Rate

Before you begin, it’s important to know where you stand. 

Calculate your grant success rate the same way we did in this report—divide the number of grants you’ve won by the number of applications you’ve submitted. 

This will give you a benchmark to track your progress over time.

Do Your Research 

You want to conduct thorough research to make sure that you align proposals with funder goals.

Shavonn Richardson, founder of Think and Ink Grant Consultants said, 

"It's about quality over quantity. A few well-aligned funders are better than a list of hundreds of funders. The best use of your time is focusing on just a few. No one realistically has the time or capacity to build relationships with hundred's of funders at once."

Likewise, Daphne Keys, Consultant at Global Nonprofit Help, offers expert advice on how she integrates research into the grant application process. 

“Keep it simple. Apply only to funders with a similar focus, and align your vocabulary to highlight the funder's mission and how you can help them accomplish their goals through partnership with your organization.  Research funders carefully and serve them well.”

Jacob Chase, CEO of Chase Consulting Solutions, seconds that when it comes to increasing grant success.  

“It all comes down to doing your homework and due diligence on the funder. Thoroughly review the funder's guidelines and follow them. Understand the funder’s mission, values, and previous grantmaking patterns to align your proposal with their specific interests.” 

The more research you do before you even start writing, the easier the grant writing process will be.  

Pro Tip: Use tools like Instrumentl to find connections between your board members and the funder’s board with LinkedIn. Look into funders' previous grant recipients to see if they support organizations similar to yours, and analyze their past giving patterns to discover what types of projects they favor. This extra layer of research can make your proposal more targeted and relevant.

Tailor Your Applications to Funder Priorities

Now that you’ve done your research, use the information you found to customize your applications to specific funder priorities.

As you write, remember that your proposal should be clear, concise, and compelling, offering funders what they ask for. 

Larisa Gelman, Executive Director at Midori & Friends, encourages grant writers to lead with their mission and impact, then tie it back to the funder as they tailor their application.

“It is imperative to clearly articulate your mission and impact, and ensure the application communicates the organization's tangible impact that the work has on the intended community. I strongly suggest that orgs research the funder's priorities and align the proposal with their interests and goals. Since we are all looking for organic connections, I suggest incorporating stories and case studies that illustrate the real-world impact of your work.”

Matt Hugg, educator, eLearning specialist, online trainer, and CEO at NonprofitCourses, takes Larisa’s advice even further.

“Start by knowing what they want to accomplish with their funding, then make sure you address their needs. Unless you know for sure that the reader is an expert in your field, write with as little jargon as possible. Cite statements (almost like an academic paper) so the funder knows your organization has expertise and is not just well-meaning. Use numbers to show your goals, but try to tell a story about who is impacted by a successful project.” 

Your funder wants to know that you want to work with them, which is why tailoring your application to them is so important. You don’t just want to work with anyone who will give you money. You’re approaching this funder for a reason. Make sure that you highlight it! 

Build Relationships with Funders

Building relationships with funders can help you increase your chances of proposal success. It helps create that initial connection, which can help distinguish yourself from others who are just submitting blind applications. 

Dr. Bev Browning, author, grant consultant and coach at Bev Browning LLC, reinforces the importance of these relationships. 

“Unless you're willing to put the work in for building relationships with potential funders (monthly, year-round), don't expect miracles.”

There is good news though! 

It’s never too early - or late - to try to cultivate relationships with your funders. Matt Hugg encourages his clients to just get started. 

“Maybe you've heard the saying…’The best time to plant a tree was 30 years ago. The next best time is today!’ The same goes for relationships with funders. The best time to start a relationship with a funder is a while ago - before you even needed it. The second best time? You guessed it. Today! So take steps today to start the path to a solid connection with at least one funder whose support can make a major difference in the lives of those you serve. You'll both be glad you did.” 

Strong funder relationships can lead to long-term giving, which can transform your nonprofit grant funding strategy and increase your grant success rate.

Stay Organized 

Staying organized has many benefits when it comes to your overall grant success. You are able to strategically apply to grants without missing a deadline. You can reference data and meet reporting deadlines. You can maintain compliance and help improve your odds of renewable grants. . 

One of Grant Consultant Erin Sekerak’s best tips is to use grant management tools like Instrumentl to stay organized and set yourself up for grant success. 

“I put all grant deadlines on calendars for the year, inviting those that I will need information from with what is needed in the body of the calendar. I will also do the same once a grant is awarded for grant reporting deadlines and outcomes needed to submit the report. As I submit a grant, I update all tracking spreadsheets and Instrumentl, indicating the date submitted, how much was submitted for, anticipated receipt, and the project. Once awarded, I again update tracking sheets and Instrumentl indicating how much was received, the date received, and what the outcomes are.”

This level of organization helps ensure you stay on track of all deadlines throughout the entire grant management life cycle. It helps you stay in control of your grant strategy to increase your grant success odds.

 You don’t want deadlines, reporting requirements or compliance needs to sneak up on you. If so, you’ll be less strategic about how you approach them and may hurt your chances of increasing your overall grant success. 

Instrumentl is an all-in-one grant management tool designed to help you find new grants, research funders' giving history, and track your progress—all in one platform.

How?

We simplify the grant application process by providing tools that streamline your research, help you discover new funders, and keep your workflow efficient. 

As Rebecca Baughman Kerns, a grant consultant, shares:

"Instrumentl makes it easier to discover new funders and find connections between your board and theirs. This extra layer of research is invaluable, especially when trying to build meaningful relationships with funders. It allows you to mirror the language of the RFP and tailor your proposal more effectively."

Sign up today for a free 14-day trial and start increasing your grant success rate with Instrumentl.