I’ve been experimenting with using Artificial Intelligence (AI) to help me write grant proposals. The results? Promising… but mixed.
My short answer to the question “Can AI really be your grant writer?” is: No. AI is probably not your ultimate solution (yet). In my experience, you can’t just upload a Request for Proposals (RFP) and a few notes and expect AI to generate a compelling — or even accurate — proposal. But there are ways AI can smooth the way, especially with more complex proposals.
Here’s where I’ve found AI to be genuinely helpful:
Analyzing RFPs
I’ve had success using AI to analyze a current RFP, compare it to a past version, and highlight new or emphasized priorities. This helps me quickly identify what needs to be front and center in a proposal and where adjustments are needed from prior submissions.
Building Charts and Tables
When proposals require formatted tables — and especially when an RFP provides a specific chart format — AI can do a great job placing information into that format. If I give it the right data, AI can be a strong first-draft creator. But I still need to make choices about what to include and/or emphasize, and I need to go in and revise, tweak, and align the final product with the proposal’s tone and goals.
Spotting What’s Missing
Another useful feature: I can upload a proposal draft along with the RFP, and AI can identify what’s missing. It can even suggest where I might insert that missing content, and if I give it enough context and background information, it can draft the missing section. This saves me time and mental energy, especially when I’m juggling multiple proposal deadlines.
But AI doesn’t always hit the mark. Here’s where it’s fallen short for me:
Outlines That Miss the Mark
I recently asked AI to create an outline for a 10-page proposal narrative. Even with clear, specific instructions, the outline had major gaps. It skipped required sections and didn’t reflect the RFP’s structure. I spent more time fixing it than I would’ve spent building the outline myself.
Overzealous Editing
When I want AI to lift and re-use content from an old proposal, it sometimes summarizes instead of reusing the full content, even when I tell it not to. This means I have to go back and undo its “helpful” edits. It’s like having an intern who means well but keeps taking shortcuts.
Limited Context Awareness
While AI can provide general guidance about what topics to include (e.g., “make sure to address professional development”), it doesn’t know the context unless I tell it. For example, if the nonprofit I’m writing for is prioritizing remote learning for professional development, AI won’t know that. It wasn’t in the meetings. It hasn’t heard the rationale from the team. I have to give it very granular instructions — otherwise, it will generate something that’s just… not quite right.
And that’s where the winning combination comes in: AI + an experienced grant writer.
AI is a builder. An experienced grant writer is an architect.
A seasoned grant writer knows how to:
- Infuse organizational priorities while staying aligned with funder interests.
- Make decisions about which details are the most important to include.
- Spot where something almost fits and reshape it.
- Strike different tones in different proposal sections, based on what will resonate most.
- Turn a vague program description into a compelling, fundable narrative.
So, can AI take over as your grant writer? No. But can it help you be a more effective, efficient one? Yes, with some caveats, a healthy dose of caution, and a whole lot of content and context.
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