Grant Readiness Checklist

Verify your 501(c)(3) determination letter is current

Most funders require IRS determination letter dated within the last 5 years

Confirm your EIN is active with the IRS

Search the IRS Tax Exempt Organization Search to verify

Register on SAM.gov (federal grants require this)

Registration takes 7–10 business days — start early

Create a Grants.gov account

Required for all federal grant submissions

Set up a DUNS/UEI number

The Unique Entity Identifier replaced DUNS in 2022

Prepare your most recent audited financial statements

Grants over $750K typically require a single audit (2 CFR 200 Subpart F)

Have your current year operating budget ready

Show both revenue sources and expense categories

Gather your last 3 years of Form 990s

Available publicly on GuideStar/Candid — verify accuracy

Document your indirect cost rate

Negotiate with your cognizant agency or use the 10% de minimis rate

Write a clear 2-paragraph mission statement

This appears in almost every application — invest time here

Document measurable outcomes from past programs

Number of people served, outcomes achieved, with specific data

Identify 3–5 focus areas that match your capabilities

Be specific: 'youth workforce development in rural communities' not 'education'

Prepare bios for key staff who will manage grants

Include qualifications, relevant experience, and role in the project

Establish a grant management policy

Covers allowable costs, time tracking, and reporting requirements

Set up a system for tracking grant expenditures separately

Each grant needs its own cost center or fund code

Create a conflict of interest policy

Required by most federal funders per 2 CFR 200.318

Document your procurement procedures

Must align with 2 CFR 200.317–326 for federal grants