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  • Dr. Eoghan McGrath (PhD)

Mastering the Art of Grant Writing: A Guide to Securing Academic Funding

Updated: Dec 14, 2023

Like it or not, funding is essential to academic science. Funding is the parachute that brings fledgling ideas safely to earth, where the talent and dedication of academic researchers can nurture and cultivate them. It’s no wonder, therefore, that so much of an academic’s time is taken up with the seemingly Sisyphean task of grant writing.

Grant writing begins with an idea that will generate valuable knowledge for humanity. After an appropriate funding agency is found, the application and budget are prepared, sent, and are either rejected or awarded. Whether the grant is awarded or not, the cycle continues as consistent funding is needed to bring your wellspring of ideas to life. Academic grant writing is a daunting task, but professional academic grant writers can help you along the way to securing academic grants and achieving your research goals.

Understanding Academic Grants

Academic grants are financial awards to facilitate the undertaking of a specific research project. Types of academic grants include:

  • Equipment Grants – For a once-off purchase of specific equipment

  • Travel Grants – For a conference or workshop

  • Fellowships – For PhD Students/Postdocs

  • Project Grants – For a single team for a specific project

  • Program Grants – For centers or institutes to support a broad research goal

  • Industry Sponsored – Sponsored by private corporations for a mutually beneficial project

  • Collaborative – For collaboration between labs or institutes

Academic grants come with different benefits, limitations, and eligibility requirements:


  • Independence

  • Well-defined goals and deadlines

  • Gaining knowledge & expert feedback

  • Boosts your prestige


  • Can be restricted to certain topics

  • Bias towards trending topics or prestigious researchers

  • Time-consuming

  • Can be demoralizing


  • Qualifications

  • Career stage

  • Geographical location

Preparing for Grant Writing

Before writing, you must sharpen your central question to its purest form. What are the goals and objectives to answer this question as efficiently as possible?

Gain as much expertise in your field as possible. Conduct a broad and deep literature review. Academic grant writing services can cover literature review writing, leaving you free to plan the project.

Next, define the research plan and timeline. What are the milestones? What specific experiments will be completed in the first year? How can you track your progress?

Then the big question: how much is it all going to cost? Setting out an itemized and realistic budget ensures you will have sufficient support for the duration of your project.

Writing an Effective Grant Proposal

Crafting a compelling title and abstract – This is the first part the reviewers will see, and provides the key points: Who, what, where, and why?

Structuring the proposal with clear sections – Funding bodies generally provide a template, but your application must have defined sections, each answering a specific question.

Describing the research methodology and approach – What experiments will you do and how will you do them?

Highlighting the significance and potential impact of the research – Humans respond to narratives more than p-values. Like it or not, it’s storytelling time.

Addressing potential challenges and limitations – Academic research is fraught with potential pitfalls. Show the reviewer you have considered them and have a plan of action.

Including a detailed budget and justification – Show reviewers you are serious by demonstrating an understanding of what your project demands in terms of resources.

people writing on a whiteboard

Tips for Successful Grant Writing

Understanding the expectations of funding agencies - Reviewers want clear goals and logical steps to achieve them. If it’s easier for them to understand, it’s easier for them to award.

Tailoring the proposal to fit the specific grant requirements - Reviewers receive hundreds of applications. Don’t give them an excuse to reject yours by not following requirements.

Seeking feedback and revisions from colleagues or mentors – Get as many expert eyes on your proposal as possible. Expert feedback is essential for the clarity and accuracy of the proposal.

Paying attention to formatting, grammar, and clarity – Even the best ideas will fail if communicated using poor grammar, spelling errors, and bad formatting. Thankfully, professional academic grant writers have you covered.

Submitting the proposal before the deadline – Remember: you may face the same reviewers in the next round. You may want to collaborate with them one day. Respect the deadline. Outsourcing to academic grant writing services can help with this.

Securing Academic Grants:

Identifying potential funding sources and opportunities – There are many national and international funding agencies. Some fund research on specific diseases while others are more generalised.

Building relationships with funding agencies and program officers – You are likely to apply repeatedly before being funded. It is, therefore, essential to build a professional relationship with agencies and officers. View them as collaborators, not gatekeepers.

Networking and collaborating with other researchers – Connect with successfully funded researchers who can advise and act as a grant writing guide. Ask scientists you admire about applying for a collaborative grant.

Developing a strong track record and reputation in the field – Reviewers are more likely to fund a tried and trusted veteran than an up-and-coming researcher. Building a strong network and portfolio of publications is crucial.

Grant Application Review Process:

Submitting the grant application

Double-check that all required documents are attached and have been proofread. You’ve worked hard, now is not the time to lose focus.

Understanding the review criteria and evaluation process

Most funding agencies show you the evaluation criteria. Broadly these will cover:

  • Capability of the applicant

  • Suitability of the research environment

  • Feasibility of the project

Responding to reviewer feedback and revising the proposal

Always be cordial and thankful for any feedback you receive. Ensure that you address every point that is made before returning the revised proposal.

Preparing for interviews or presentations, if required

Be ready to answer questions on any and every part of the grant proposal, including the papers you cited.

Grant Management and Reporting

Understanding the terms and conditions of the grant

Be sure that you fully understand the terms and conditions of the grant. Agencies can pull funding if conditions are not being met.

Establishing a project management plan

Establishing a clear plan for the entirety of the funding period is essential. This will help you deliver on what you promised.

Tracking progress and meeting reporting requirements

Agencies often require regular progress updates. Ensure that results are reported in alignment with the agreed timeline. Where deadlines have been missed, provide a good reason why.

Managing budget and expenses effectively

Aim funds towards the completion of the project. Earmark some for expenses that come towards the end of a project i.e., paying for open-access publication in a prestigious journal.


Academic grant writing is a complicated process that requires idea generation, meticulous planning, rounds of revision, and networking. Each step has it’s own challenges requiring the applicant to wear many hats; scientist, writer, accountant, marketer, to name just a few. Professional academic grant writers can help at every step, acting as your personal academic grant writing guide. A grant application, successful or not, is part of the academic research process. The earlier you begin, the faster you will develop the requisite skills for securing academic grants.

Always remember: rejection is not a statement of your ability as a scientist or writer. After all, the paper first describing polymerase chain reaction was rejected by Science, and even Harry Potter was rejected twelve times. So persevere, dear scientist, the world needs your fledgling ideas. Co-Labb can help you guide them safely to the ground.

Learn more about our academic grant writing services, or get in touch to see how we can help you effectively communicate your latest innovative research to your target audience.

About The Author

Dr. Eoghan McGrath is a seasoned research scientist turned writer, holding a BSc. in genetics and a Ph.D. in cancer biochemistry. Following multiple post-doctoral positions in the field of oncology research, including at the prestigious INSERM Institute in Rennes, Eoghan joined Co-Labb as a scientific writer.


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