10 Simple Rules for Using AI in Grant Writing

AI can be a game-changer for grant writers—helping you brainstorm ideas, organize information, and craft compelling proposals faster than ever. But to get the most out of it (and avoid common pitfalls), you need a few ground rules. Whether you’re a city staffer, nonprofit director, or community volunteer, these tips will help you work smarter with AI without losing your own voice—or your funding chances.

1. Start With Clear Inputs

AI is only as good as the prompt you give it. Before you start, gather the key details—project goals, target population, budget, and desired outcomes.

Example: Instead of saying, “Write a grant for a youth program,” try, “Write a 500-word grant proposal for a $50,000 after-school STEM program serving 200 middle school students in rural Wisconsin.” The AI’s results will be far more relevant.

2. Keep Your Voice, Not Just the AI’s

AI can draft text quickly, but grant reviewers can spot generic language a mile away. Use AI for structure and inspiration, then personalize with your community’s story, local data, and unique voice.

Example: If the AI suggests “This program will improve community outcomes,” rewrite to: “This program will reduce teen unemployment in our county by creating 30 paid summer internships for high school juniors.”

3. Use AI for Brainstorming, Not Just Writing

Don’t limit AI to drafting paragraphs—use it to develop measurable objectives, brainstorm partnerships, or identify potential risks.

Example: Prompt AI with, “List five possible community partners for a mental health initiative targeting veterans,” then follow up by researching the best real-world fits.

4. Fact-Check Everything

AI can sound confident but still be wrong. Always verify statistics, deadlines, eligibility criteria, and source references.

Example: If AI says “The grant deadline is September 1,” double-check the funder’s site—missing the real date could cost you the opportunity.

5. Ground Your Proposal in Real Data

Pair AI-generated text with credible data from tools like Polco’s Track platform, which combines resident feedback and trusted public datasets.

Example: Instead of vague claims like “There is a need for affordable housing,” cite: “According to our latest NCS survey, 64% of residents rated housing affordability as ‘poor’ or ‘very poor,’ up 15% since 2020.”

6. Avoid Overwriting

AI can produce long, flowery paragraphs that don’t match the concise style funders prefer. Trim excess words, remove jargon, and stick to what matters: the who, what, why, and how.

Example: Cut “This groundbreaking initiative will profoundly impact countless lives in ways too numerous to mention,” to “This program will serve 500 residents annually with measurable health outcomes.”

7. Protect Confidential Information

Never input private or sensitive data into an AI tool unless you’re confident it meets your privacy and security standards.

Example: If your proposal includes personal stories from residents, strip out identifying details before sharing text with AI.

8. Ask AI to Play the Reviewer

Once your draft is ready, prompt AI to “review this as a grant evaluator” and list strengths and weaknesses.

Example: AI might flag that your budget justification is vague or that your outcomes aren’t tied to measurable indicators—giving you time to fix them.

9. Blend AI Creativity With Human Strategy

Let AI help with creative elements—like strong opening hooks or compelling impact statements—but reserve the strategic framing for yourself.

Example: AI could suggest three ways to phrase your opening sentence; you pick the one that best matches the funder’s tone and priorities.

10. Close the Loop With a Human Edit

AI accelerates the process, but your final draft should be 100% human-approved. Read it aloud, check for flow, and make sure it feels authentic.

Example: A final review might reveal that the AI overused certain phrases or didn’t match your organization’s style guide—something only a human ear will catch.

Final Thought

AI isn’t here to replace grant writers—it’s here to amplify your expertise. When used thoughtfully, it can help you tell a stronger, data-backed story that inspires funders and supports your community’s needs.