Smarter Week

How to automate it

How to automate “write grant applications and letters of inquiry”

Here are 2 ways to spend less time on this, best first. Each comes with steps you can follow today and, for AI fixes, a prompt to copy.

240 min
typically, once a week
50%
of the time can be automated
Some setup
to set up

Fix 1 of 2

AIBest fix

Have AI draft grant answers from your past applications

Load your strongest past proposals, budget narrative and program facts into a grant AI tool or a Claude Project, ChatGPT Project or Gem. It drafts answers to the new funder's questions, which you tailor and fact-check.

Typically saves about 45% of the time30 min to set up
  1. 1Collect three funded proposals, your boilerplate (mission, history, programs) and latest outcomes.
  2. 2Load them into a grant tool (Grantable, Instrumentl) or a Claude Project, ChatGPT Project or Gemini Gem.
  3. 3Paste the new funder's questions and guidelines with the prompt below.
  4. 4Tailor to the funder's priorities and check every number and claim.
Prompt to copy
Using our past proposals and program facts as the source, draft answers to this funder's questions: [PASTE QUESTIONS AND WORD LIMITS]. Funder priorities: [PASTE FROM GUIDELINES]. Program and budget: [DETAILS]. Answer each question within the word limit, lead with outcomes, use the funder's language where it is true for us, and mark anything not supported by our documents as [CHECK]. Do not invent statistics.

Tools: Grantable · Instrumentl · Claude Projects · ChatGPT Projects · Gemini Gems

Fix 2 of 2

Process fix

Keep a grant content library of approved answers

Most applications ask the same 20 questions. A library of current, approved answers (mission, need statement, evaluation, DEI, budget narrative, bios) in several lengths cuts each application to tailoring.

Typically saves about 35% of the time4 h to set up
  1. 1Pull the questions from your last ten applications and group the repeats.
  2. 2Write or pick the best answer for each, in 100, 250 and 500-word versions.
  3. 3Store them in one shared document or your grant tool, with a date and owner.
  4. 4Update the numbers each quarter.

Tools: Google Docs, Word or Notion · Instrumentl or Grantable libraries

Quick wins

Have you tried…

Have you tried a grant-writing AI that learns from your past applications?
Tools like Grantable or Instrumentl, or a Claude Project or ChatGPT Project loaded with your best proposals, draft answers to a new funder's questions in your voice.

Who does this task

Roles in our library that list this as one of their common tasks. Each guide covers the rest of that role’s week.

Fundraiser / development officer

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Other common tasks for Fundraisers / development officers