10 Essential Components of a Grant Proposal (and How to Write Them Well)

Medical communicators play a vital role in preparing research grant proposals for organizations like the National Institutes of Health (NIH) and similar funding agencies. Their expertise is essential in translating complex scientific concepts into clear, persuasive narratives that align with funder requirements and expectations.

What makes a grant application stand out — and get funded?

In this blog, we outline the critical elements of a successful proposal, drawn from funder guidance, reviewer feedback, and proven writing strategies.

A Clear, Compelling, and Cohesive Proposal

Whether you're submitting to the NIH or another funding body, a successful grant proposal must deliver a clear, convincing research narrative — one that speaks directly to the reviewer’s priorities and criteria.

Top traits of funded proposals:

• Reviewer-focused: The writing speaks to the evaluator’s perspective, not the author’s.

• Narrative-driven: It tells a compelling story that keeps the reviewer engaged.

• Cohesive and complete: It explains goals clearly, with no gaps or confusion.

Why Many Projects Don't Get Funded

Each year, the NIH receives approximately 52,000 grant applications, yet only around 20% are awarded funding. With nearly $45 billion allocated annually to biomedical research, the competition is intense.

Common reasons proposals are declined include

• Vague or poorly written narratives

• Unrealistic budgets or timelines

• Missing documentation or unclear objectives

Even strong projects may be passed over due to shifting priorities, limited budgets, or subjective reviewer preferences — underscoring the need for strategic, reviewer-centered writing.

So what actually goes into a grant proposal that gets funded? These 10 core components are the key elements reviewers look for — and understanding them can strengthen the clarity and impact of your submission.

10 Core Components of a Grant Proposal

Depending on your particular funding opportunity, the NIH identifies key elements of a grant proposal, including:

1.  Abstract/project summary. This section highlights the significance of NIH-funded research and should be written in language suitable for peers in the same or related scientific fields.
2. Project narrative.  Written in plain language, the narrative communicates the public health relevance of the research to a general audience.
3. Specific aims. This one-page document highlights project goals and anticipated outcomes, typically covering three specific aims.
4. Research strategy. This piece should cover the project's significance, innovation, and approach and is usually considered the core of the grant proposal.
5. Budget and budget justification. The budget should be developed in collaboration with the candidate's departmental administrators and institutional grants or sponsored programs office, while the budget justification provides a clear explanation of proposed costs.
6. Facilities and other resources. This description of the institutional environment details facilities and resources expected to be used.
7. Biographical sketches. These documents outline the qualifications, expertise, and relevant experience of key personnel and significant contributors to the project.
8. Letters of support and reference letters. These include letters from team members describing their roles and commitment to the project, as well as letters written by external colleagues or mentors that speak to the applicant's qualifications, experience, and relevant interests.
9. Bibliography and references. The bibliography should capture the references cited in the submission.
10. Human, clinical, animal, and select agents research. Proposals that include human subjects, clinical trials, human embryonic stem cells, vertebrate animals, or select agents (biological agents or toxins) must include descriptions of ethical considerations, safety protocols, and institutional approvals.

Ensuring Successful Submission of Grant Proposals

NIH experts have advice on writing and submitting a competitive grant proposal. These tips can help ensure that you are sending an application to the right place and communicating with the people who can help you succeed.

• NIH RePORTER is a searchable database of awards and projects and includes a Matchmaker component to find ICs, program officials, and review panels. 
• All of the institutes have their own websites with contact information. Look for strategic plans, portfolio areas, and research priorities.
• The NIH Guide for Grants and Contracts highlights relevant NIH funding opportunities.

Email a program officer. NIH encourages you to share your idea with them before applying to find the right funding opportunity that fits your project. Share a brief project description to get feedback on whether the project fits within the NIH guidelines. It’s a good idea to do this early in the process. You might need to contact more than one program officer before deciding where to submit an application.

Read and understand the notice of funding opportunity (NOFO). Make sure that your organization is applying to the right institute, check eligibility and budget restrictions, and contact the correct person if you have questions.

Get feedback on your draft application. You can use internal resources, set up a mock review, reach out to your colleagues, or engage with external professionals. 

Doublecheck the technical details of your application. Check your proposal against the NOFO and notice of special interest (NOSI), review for accuracy, and respond to any identified errors before the application deadline.

NIH Resources to Improve Grant Writing

The NIH has developed a series of podcasts designed to demystify different aspects of grant writing and grant proposals, as well as explore the application and award process. Recent topics include

• The Simplified Review Framework
• Language access for participants in clinical research
• Support for researchers with disabilities
• Application post-submission policy

In addition, the NIH has many comprehensive videos available on a wide variety of topics.

Conclusion: Grant Proposals and the Role of Medical Writers

Medical writers can help scientific and medical projects receive funding by explaining complex research in organized and well-written grant proposals. To meet funder expectations, grant applications must

• Tell a convincing and cohesive story
• Clearly describe research goals and significance
• Include all necessary grant proposal components

For medical communicators writing grant proposals, keeping up with changes in grant writing standards is a critical part of the role and advancing your career. By staying current and contributing to strong, competitive proposals, medical writers help move important medical and scientific research forward. 

AMWA acknowledges the contributions of Kimberly Mankiewicz, PhD, ELS for peer review in the development of this AMWA resource.