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AMPLIFY YOUR STORY: Using Data for Grant Writing
Purpose: Grant writing is one of the most dreaded parts of working at a non-profit. It’s
tedious, time consuming, and asks a lot of folks who are already overworked and
underpaid. In this emPower Tool, we share a few best practices for using data (both
qualitative and quantitative) in grant applications. Using data to highlight your program
needs and demonstrate services gaps will strengthen your application and make you more competitive for funding.
Do’s and Don’ts of Using Data for Gr
Create a Powerful Needs Statement
Every good grant proposal contains a needs statement. This
statement describes the critical conditions that are affecting
certain people or things in a specific place at a specific time.
The purpose is to let funders know the need in the community
that your organization is planning to address. The needs
statement is the heart of your entire case for support.
Presenting a compelling needs statement is a critical part of
the grant proposal. You will connect with a potential funder
when they are convinced you both want to solve the same
problem. If the funder does not understand or agree that
there is a need for your project, they will lose interest in the
rest of your proposal. It is often a convincing needs statement
that motivates a funder to help.
Data in the form of raw numbers, percentages, and ratios give
strength to a needs statement.
Data can be used to answer critical needs statement
questions such as:
• Who is in need?
• Where are they?
• When is the need evident?
• What is the need?
• Why does this need occur?
• What are the consequences of meeting the need?
• How is the need linked to your organization?
Show you have a solid, achievable plan:
• Avoid undocumented assertions. If you make a claim,
ask yourself, “According to whom?” and “How do I
know this?” then look for a reputable source to back up
your claim.
• Be careful to not be too vague or broad in your
statement.
• Be specific about the geographic areas you serve.
• Give a clear sense of urgency.
• Demonstrate your program has just the right approach.
Show off your expertise with your data.
• Use multiple data points in your Needs Statement.
HOW Should We Use Data?
Use data points to:
• Define the extent of the problem(s) your
program will address
• Demonstrate your knowledge of the
population(s) you will serve
• Explain the efficacy of the approach you
propose.
WHY Should We Use Data?
Funders see data as “evidence” in the case
you are making for your program:
• Data give your reader/funder a deeper
understanding of the population(s) you
plan to serve, and how they will benefit
from your unique approach.
• Data establish a baseline for comparisons
when your program makes impacts.
• Using follow-up data in grant reports is a
great way to show the impacts of you
work and show changes to the group(s)
you serve over time.
WHERE Do We Get Data?
• Look for publicly available data, like
Census or state/county/city data (see the
Using Public Data emPower Tool).
• Look at your internal data, including case
notes—what patterns have you and your
staff observed?
• Plan ahead: collect data now to help build
your case to funders in the future.
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resources
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Do’s and Don’ts of Using Data in Grant Writing
Example Organizational and Community Need: Breastfeeding Support Group for Somali mothers in South Seattle
LESS OF THIS
Avoid using generalized data that does not apply to the
focus population or statement of need in your grant
application.
Example: generalized data that doesn’t apply
specifically to the need of Somali mothers:
“35% of birthing parents in Washington State have
identified breastfeeding as the leading stressor in
becoming a new parent.”
Avoid using data or program outcomes that were
collected more than five years ago, unless you are using
that data for a comparison of past-vs-current services,
community trends or needs.
Example of data that’s too old to show current need:
“In 2004, our program served over 200 children and
families in the Somali community.”
Avoid using borrowed data (data from outside your
organization), without citing your sources. If it is not
your internal data, it needs a citation to be credible.
Example of uncited data: “A recent academic study
found that 1 in 7 immigrant families have children once
they arrive in the United States.” (Who did the study?
When?)
Using Qualitative Data in Grant Writing
While it is true that many funders are looking for quick, easy numbers in your grant application, they are also
often looking for narrative data to support your identified need – what are you clients saying? In many cases,
qualitative data is just as important as quantitative data as it provides context, elaborates on client needs, and
provides a personal connection to participants’ lives.
Qualitative data can come in many forms: case notes, client satisfaction surveys, conversations with clients,
video interviews, etc. While qualitative data is often collected in a similar way to quantitative data, it does
require informed consent from the participant. Before you use a client’s story, direct quote, or case notes, it is
incredibly important that you, a) ask the client permission to use their data/story, b) document their approval
(or disapproval), and, c) respect the confidentiality of the client and their family. See the Data Confidentiality for
Nonprofits emPower Tool.
Qualitative Data Example
“Last year, our organization conducted a client satisfaction survey with clients receiving home visiting services
from our Doula Program. Surveys asked that clients report on other services they wish were provided by our
organization. One respondent replied:
‘I wish I could talk to other Somali moms who are learning how to breastfeed. I think having a
breastfeeding group would be really helpful for me and my baby.’ – Doula Program Participant, age 27”
We encourage you to share these resources with your organization, and other local social service organizations. PLEASE NOTE: this handout is the intellectual
property of The Capacity Collective. Please do not duplicate parts, or adapt, without the express permission of The Capacity Collective.
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