Workflow Guide

Grant Writing Workflow

A systematic approach to writing compelling grant proposals. From concept to submission.

Start Early

The #1 reason grants fail is rushing. Start 8-12 weeks before the deadline for new grants, 4-6 weeks for renewals. Your Specific Aims page is the most important—get it right first.

The Grant Writing Timeline

1Planning (4-8 weeks before deadline)
  • Identify funding opportunity and read guidelines completely
  • Check eligibility requirements
  • Identify collaborators and get commitment letters
  • Create timeline working backwards from deadline
  • Gather preliminary data and pilot results
2Specific Aims (3-4 weeks before)
  • Draft one-page Specific Aims
  • Define the gap/problem (1 paragraph)
  • State your long-term goal and objective
  • Write central hypothesis
  • List 2-3 specific aims with expected outcomes
  • Get feedback from colleagues
3Research Strategy (2-3 weeks before)
  • Write Significance section
  • Write Innovation section
  • Draft Approach for each aim
  • Include preliminary data
  • Address potential problems and alternatives
  • Create figures and tables
4Supporting Documents (1-2 weeks before)
  • Update biosketch
  • Write budget justification
  • Collect letters of support
  • Write facilities and equipment
  • Complete authentication of resources
5Final Review (1 week before)
  • Internal review by experienced grant writers
  • Check all formatting requirements
  • Verify page limits
  • Proofread everything
  • Submit 2-3 days early

Common Grant Types

NIH R01

Major research project grant. 12 pages for Research Strategy. 5 years typical.

NIH R21

Exploratory/developmental. 6 pages. No preliminary data required.

NSF Standard

15-page Project Description. Broader Impacts required.

Foundation Grants

Varies widely. Often shorter, narrative-focused.

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