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Mastering Grant Applications with GrantGPT: User Guide

Updated: 16 hours ago

Applying for grants can be overwhelming—not because your organization lacks vision, but because the process can be bogged down with tedious tasks like interpreting requirements, ensuring eligibility, and creating templates. That’s where GrantGPT steps in, handling the time-consuming details so you can focus on what truly matters: showcasing why your organization deserves funding.


We hold monthly training sessions for folks who want to master GrantGPT! Register for a free session below:



 

Table of Contents


 

What is GrantGPT?


GrantGPT is an AI-powered grant writing assistant. It's based on a language model (an AI computer system that learns like a human—it takes in data and uses it to respond based on what it has learned) built by OpenAI. We’ve packed it with grant writing expertise, so its sole focus is helping you build winning proposals. GrantGPT is your assistant for managing all the administrative and technical aspects of the grant application process. It helps with everything from analyzing the funding documents, creating detailed workplans, developing initial drafts, to performing pre-submission reviews, so you can concentrate on crafting a compelling narrative that highlights your organization’s strengths.


TL;DR: GrantGPT frees you up from tedious tasks so you can focus on showcasing what makes your organization exceptional.





What is a Prompt?


A prompt is a specific instruction you type into the chat box to guide GrantGPT in providing the support you need. By using clear and detailed prompts, you can get precise outputs that save you time and effort. You can copy any of the prompts below directly into the chat box in GrantGPT to start making progress on your application right away!


How to Use This Guide


This guide provides sample prompts for different stages of the grant application process. Simply copy and paste these prompts directly into GrantGPT’s chat box.


Feel free to adjust them to better fit your needs or the specific grant requirements. We’ll be updating this guide regularly, so check back often for new tips and prompts!


 

Creating an Application Production Workplan


Use this prompt to create a structured project workplan that breaks down tasks, timelines, and responsibilities based on the funding opportunity requirements.



Step 1. Upload the grant opportunity document (typically called a NOFO, FOA, or RFP) and copy the funder URL text into the chat. (You'll only need to do this once per GrantGPT conversation.)


Step 2: Copy this! ⬇️

Create a draft project workplan based on the attached NOFO. Create headers for task, anticipated hours, task details, due date, and responsible party. Leave the due date and responsibility party columns empty. Adhere strictly to the uploaded NOFO, providing only information directly from the document. Avoid making any assumptions or offering hypothetical scenarios.

 

Assessing Eligibility


Use these prompts to quickly determine if your organization meets the eligibility requirements for the grant and identify any potential issues.





Step 1. Upload or paste information about the grant (document, link, or text) into the chat (if you've already done this once, you don't have to do it again in the same conversation).


Step 2: Copy this! ⬇️

Using only the uploaded NOFO and funder URL, extract all explicitly stated eligibility requirements. Present the results as a clean, Markdown-formatted table in this chat using these columns: 1) Eligibility Criteria, 2) Potential Red Flags or Areas of Concern, 3) NOFO Section/Page Reference, and 4) Recommended Action. Do not include assumptions or hypothetical content.


 

Understanding Funder Goals


Use this prompt to understand the funder’s goals, mission, and priorities as outlined in the NOFO, so you can align your proposal accordingly.





Step 1. Upload or paste information about the grant (document, link, or text) into the chat (if you've already done this once, you don't have to do it again in the same conversation).


Step 2: Copy this! ⬇️

Create a detailed explanation of the funder’s goals, priorities, mission, and objectives as outlined in the uploaded NOFO. Strictly adhere to the language in the NOFO, focusing on the specific areas the funder aims to support and prioritize. Avoid assumptions or hypothetical interpretations.

 

Understanding and Responding to Evaluation Criteria


Use this prompt to understand how your application will be evaluated based on the criteria in the NOFO, so you can tailor your content to meet these requirements.


Step 1. Upload or paste information about the grant (document, link, or text) into the chat (if you've already done this once, you don't have to do it again in the same conversation).


Step 2: Copy this! ⬇️

Identify and explain the evaluation criteria from the uploaded NOFO and Funder URL. For each criterion, provide specific guidance on how to meet the requirement, including what content the funder is seeking. Organize in a bulleted or table format. Avoid generalizations or assumptions; reference the NOFO directly.

 

Creating an Application Template with Prompts for Compliant and Funder-Resonant Content


Use this prompt to create a structured template for your grant application, including section headers and specific writing prompts based on the NOFO.


Step 1. Upload or paste information about the grant (document, link, or text) into the chat (if you've already done this once, you don't have to do it again in the same conversation).


Step 2: Copy this! ⬇️

Create a full application template based on the uploaded NOFO, including all required sections. Do not add hypothetical content—just structure, guidance, and prompts directly tied to the NOFO. For each section, provide:
-Section Header
-Word/Page/Character Limits (if provided)
-Plain-language writing prompts to guide compliant, funder-aligned content
-Any formatting or structural instructions from the NOFO

 

Creating a First Draft Using Existing Content


Use this prompt to create a first draft of your grant application by populating a template with existing content, identifying areas that need further development.


Step 1. Upload or paste information about the grant (document, link, or text) into the chat (if you've already done this once, you don't have to do it again in the same conversation). Upload any existing content you have regarding your organization and the project to be funded (e.g., past proposals, concept papers, promotional materials, slide decks, articles, etc.)


Step 2: Copy this! ⬇️

Using the uploaded application template and existing content, populate each section of the grant application. Where content is available, insert it directly. Where content is missing or incomplete, highlight those areas and offer writing prompts and hypothetical example content in italics to guide completion. Ensure alignment with NOFO structure and instructions.

 

Creating a Comprehensive Checklist of All Application Elements


Use this prompt to create a detailed checklist of all the required attachments, forms, and certifications for the grant application.


Step 1. Upload or paste information about the grant (document, link, or text) into the chat (if you've already done this once, you don't have to do it again in the same conversation).


Step 2: Copy this! ⬇️

Create a comprehensive checklist in tabular format for the uploaded NOFO, covering all required attachments, forms, and certifications. The table should have the following headers: 1) Item/Document, 2) Description, 3) Required/Optional, 4) Page or Character Limit, 5) Deadline, 6) Naming Convention, and 7) Status. Ensure the checklist is comprehensive and strictly adheres to all NOFO requirements.

 

Creating a Resume Template


Use this prompt to format a resume template that strictly follows the NOFO guidelines and incorporates content from existing resumes.


Step 1. Upload or paste information about the grant (document, link, or text) into the chat (if you've already done this once, you don't have to do it again in the same conversation).


Step 2: Copy this! ⬇️

Create a resume template that strictly follows the requirements outlined in the attached NOFO. Ensure the template complies with all formatting guidelines. Note formatting requirements and page or character limits.

 

Creating a Resume Draft Using Existing Content


Use this prompt to create a first resume draft by populating a template with existing content, identifying areas that need further development.


Step 1. Upload the resume template and any existing resume materials for the resume subject (e.g., street resume, corporate CV, bio). Include the subject’s target role (e.g., Align all content with the Principal Investigator role ...).


Step 2: Copy this! ⬇️

Incorporate relevant content from the attached resume document. Align all content with the staff member’s role in the project and the funder’s expectations as outlined in the NOFO. Ensure the final version is tailored to the staff member's contribution to the project.
Where content is missing or insufficient:
-Highlight the gaps
-Provide targeted prompts to help fill them
-Include italicized hypothetical examples to illustrate how those gaps could be addressed

 

Performing a Pre-Submission Review Against Eligibility Criteria


Use this prompt to review your completed application against the NOFO’s evaluation criteria, ensuring full compliance and identifying areas for improvement.


Step 1. Upload or paste information about the grant (document, link, or text) into the chat (if you've already done this once, you don't have to do it again in the same conversation). Upload a copy of the current application draft.


Step 2: Copy this! ⬇️

Conduct a mock review of the uploaded application draft, simulating the perspective of a funder’s reviewer. Evaluate each section using the criteria listed in the NOFO and Funder URL.  Ensure the review is actionable, specific, and tied directly to the funder’s stated priorities. For each section:
-Note strengths
-Identify issues or noncompliance (e.g., missing information, misalignment, unclear impact)
-Provide suggested improvements and hypothetical revisions in italics

 

Tips for Getting the Most Out of GrantGPT


GrantGPT is based on a computer system that learns like a human—it takes in data and uses it to respond based on what it has learned. We’ve packed it with grant writing expertise, so it’s primed to focus on one thing: helping you build winning proposals.


  • Start Simple, Then Get Specific: Begin with general prompts to get the basic structure or information. Refine and add details to your prompts as you get more comfortable.

  • Copy and Paste Prompts Directly: You can use any of the prompts above by copying them directly into the chat box in GrantGPT. Feel free to modify them to suit your specific needs.

  • Experiment and Refine: Don’t be afraid to give feedback and test different prompts to see what works best. Small adjustments can often lead to better results.

  • Use Context: Provide all relevant materials (NOFOs, guidelines, previous proposals) when using prompts to give GrantGPT the context it needs.

  • Engage with Hypotheticals Carefully: While GrantGPT can suggest hypothetical responses, be careful about using these as-is. Always tailor them to reflect your organization’s actual capabilities and strengths.

  • Look Out For New Models: GrantGPT currently runs on OpenAI's flagship model, GPT-4o. As new models are developed and released, GrantGPT will test them for potential upgrades, making GrantGPT even smarter.


Try for yourself: GrantExec subscribers can access GrantGPT by visiting platform.grantexec.com and selecting a grant opportunity.


 

Protecting Your Data with GrantGPT


GrantGPT is powered by OpenAI’s GPT technology, but it operates differently than general ChatGPT use.

 

Because GrantGPT is a custom GPT model, any data shared through it—by both the creators and users—is not used to train OpenAI’s models. This means you don’t need to opt out of data training at the GPT level; OpenAI automatically excludes this data from training.


This is different from using ChatGPT in a personal capacity at chat.openai.com, where you would need to manually disable training via Settings > Data Controls > “Improve the model for everyone.”


TL;DR: When using GrantGPT, your data stays private and is not used to improve OpenAI’s models.

 

About GrantExec


GrantExec is a startup focused on transforming access to grant funding by bridging the gap between capital and meaningful change. We believe that driven individuals and organizations, when provided with the right resources, have the power to create lasting impact. Despite billions of dollars in available grant funding, many organizations—particularly smaller ones—struggle to access these resources due to fragmented information, complex applications, and tight deadlines. GrantExec addresses this challenge by offering the most comprehensive, continuously updated database of global grant opportunities. Our platform combines advanced artificial intelligence with the expertise of seasoned grant writers, ensuring organizations are matched with relevant funding opportunities and equipped with expertly crafted applications designed to maximize their chances of success.

 
 
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