Help, I Missed a Grant Deadline!
So, you just missed a grant deadline. Maybe there was a last minute emergency that required your attention. Or the deadline snuck up and you were scrambling to get final pieces in place, and the deadline passed you by. Or maybe the funder unexpectedly changed their deadline without any notice or forewarning. First off – take a deep breath. You’re not the first grant writer to miss a deadline, and you certainly won’t be the last. These things happen to even the most seasoned, organized grant writers and strategists. Now, let’s get to those next steps.
1. Give Yourself Grace
Remind yourself that mistakes are part of the human experience. The best approach is to forgive yourself and try to learn from the experience. Use this mistake as a flashlight on your process, to reveal what was missing or what you could do better. Resist the urge to take a hammer and drive yourself into the ground with agony and lament.
2. Ask for Mercy
Reach out to the funder, apologize for the error, and ask if they would consider a late submission. You will have varying responses depending on the funder, but it is worth asking. Some foundations and trusts are lenient with their deadlines and will be open to the possibility. Others are more strict. For instance, government funders’ decisions are held to a high standard of transparency and public scrutiny, so they are less likely to be lenient as it might imply favoritism.
🎉If the funder says yes, congratulations!
🍋 If the funder says no, this one-to-one connection could lead to a fruitful conversation. Ask if they’d be willing to provide feedback on what you would’ve proposed and offer suggestions for the next cycle.
Ultimately, there is nothing wrong with asking. After all, isn’t that what development is all about?
3. Find the Lesson
One of the most significant outcomes that can come from a mistake is an improved process. Assess the situation and whether there were ways you could have avoided it. Here are a few examples of process improvements:
🗓️ You had the due date or time wrong in your planner.
✅ Create a task to double-check due dates at the start of each month. And keep in mind that many funders’ due dates change from year to year, so last year’s due date isn’t always the best reference – and even the time of day it is due can change!
🤔 You forgot.
✅ Set a reminder on your calendar for important proposal due dates.
🛜 You lost internet service at just the wrong time.
✅ Adjust your timelines to submit grants a day or two ahead of time, just in case. Also consider who or where you might be able to rely on in these events. Is there another staff member who has access to the files who can jump in and submit it for you? If not, consider a file-sharing system for the future. Similarly, is there a go-to coffee shop or library in your area where you can quickly access Wi-fi? Create a short-list of places or people you can turn to in a time of need.
📄 You didn’t have all of the attachments ready.
✅ Again, adjust your timelines to be more proactive about attachments. Some attachments take time, and many nonprofits work with contract/part-time accountants who aren’t always available.
🚨 You had an emergency.
✅ If you’re fortunate enough to have a second or multiple team members, have someone in the wings who can submit on your behalf (board members count!). If not, your emergency takes priority – and that’s okay.
Check out this resource from one of our favorite grant databases, Instrumentl, which offers helpful project management tips related to grant deadlines: How to Never Miss a Grant Deadline.
4. Deliver the News
Your next step is to let key players know about this missed opportunity. Whether you’re a grant writer reporting to the Executive Director or an Executive Director reporting to the Board, this step can be challenging. Remind yourself again: mistakes happen, and you are not defined by them. Later, you and your team can strategize to make up for the missed opportunity by identifying new funding opportunities. What’s most important right now is to be honest and transparent, and you can take this opportunity to share how you’ll improve your processes going forward.
5. Prep for Success
Return to the missed opportunity and get clear about the next grant cycle, including the due date, funding focus and proposal requirements. Note the important dates in your calendar and project management system, whether you use spreadsheets or a grant management platform (the L Pro team recommends Google Calendar or Sheets, GEMS, Trello, or Instrumentl). If the details aren’t available yet, set a reminder to look for grant details ahead of the next prospective cycle. Keep in mind that funders’ due dates can change year-to-year and quarter- to-quarter, so look for changes well enough ahead of time to make sure you’re on the right track.
Moving forward, you can use this checklist to double-check your grant process:
Grant Deadline Checkpoints
✅Review and re-review the grant details.
Funders can easily change due dates, processes, funding focuses, portals and requirements from one year to another. Make sure you’re going by this year’s request for proposal.
*Hot tip: Subscribe to your funders’ social media and newsletters, and keep an eye on their website, so you’re the first to know about important changes.
✅Note what time the grant is due.
Most deadlines are at 5pm or 11:59pm. However, some come in the middle of the day! Be sure you know the time the grant is due, and pay attention to time zones. Set a reminder on your calendar and note the time everywhere you manage the grant.
✅Make sure you have portal access.
Did the funder change portals since last year? Do you have the correct login information? Does the portal require multi-factor authentication? Get clear on these items and make sure you have access one to two weeks ahead of the due date, and that you’ll be able to access the portal when the time comes to submit.
✅Have attachments at the ready.
Missing attachments, letters and signatures can keep you from crossing the finish line. Collect them – and check them for errors – as soon as possible.
✅Submit early.
Anything can happen on the actual due date. Try to submit a day or two early to avoid missing the deadline.
✅Check your work.
Did you get a proof of submission screen? Did your email actually send? It pays to check for technical issues like these!
✅Document everything.
At L Professional Writing, we document as much as possible. This includes taking screen shots of the proof of submission, cc’ing our clients on emailed submissions, and saving emailed proofs of submission. This way, if a technical error occurs, we can demonstrate to the funder that we followed processes and submitted on time.
Have you ever missed a deadline? In our experience, 9/10 grant writers have! It’s one of the most common grant writing mistakes. Tell us about your experience in the comments, and share process improvements that have helped you avoid the dreaded missed grant deadline since. And subscribe to our newsletter to get more tips like these in your inbox every quarter!
