Giving With Purpose: Writing Grant Guidelines That Work

Why Clarity is a Gift — to Grantees, and to Yourself

A few years ago, I worked with a foundation that felt… stuck.

They had generous resources, a clear mission, and a board that truly cared. But each year, they were drowning in hundreds of grant requests—most of them completely unrelated to their goals. The board was overwhelmed. Meetings stretched for hours. And the result? Decision fatigue. Good causes were missed, and great partners slipped through the cracks.

After one particularly long meeting, one of the trustees turned to me and said, “We didn’t start this to feel this lost.”

That’s when I introduced a simple but transformative idea: write it down.

Not a glossy brochure. Not a 20-page deck. Just clear, honest guidelines about who they were, what they funded, and how they made decisions. Within a year, the difference was night and day.

Guidelines Aren’t Bureaucracy — They’re a Sign of Respect

I’ve come to believe that grantmaking guidelines are a form of generosity. They save time. They build trust. And they let potential grantees self-select, which means fewer mismatches and more meaningful partnerships.

But more than that, they force the foundation itself to get clear on its values, priorities, and boundaries.

How to Make Guidelines That Actually Help

1. Start With What You’ve Already DoneOne family foundation I advised began by reviewing their last five years of giving. Patterns emerged: nearly all their grants focused on education and food security. That became their starting point. “This is what we care about. This is where we’ve shown up.” No need to reinvent the wheel.

2. Define What You Will—and Won’t—FundI often encourage foundations to name not just their focus, but also their limits. One foundation I worked with was clear: “We support grassroots nonprofits working within immigrant communities. We do not fund large capital campaigns or general endowments.” That simple line saved them dozens of awkward conversations.

3. Be Honest About Your ProcessIf proposals are by invitation only, say so. If you only meet quarterly, be clear. Transparency reduces anxiety for nonprofits, and helps them plan. One of the best practices I’ve seen? A short FAQ on the website explaining response timelines, typical grant sizes, and what success looks like.

4. Let Values Shape StructureA New York-based foundation I know gives multi-year, unrestricted grants. Why? Because they believe in trust-based philanthropy. Their guidelines reflect that philosophy: “We invest in leaders, not just projects. We believe they know best how to serve their communities.” Guidelines don’t need to be cold. They can express heart.

5. Keep It SimpleYou don’t need flowcharts or fine print. I’ve found that a one-page document—written in plain, human language—often works best. It’s easier to update. Easier to share. And easier for your board to stand behind.

One Family’s Shift From Chaos to Clarity

A foundation I worked with in San Francisco had grown rapidly. What started as a few checks a year became a flood of requests. The board was exhausted.

So we helped them craft new guidelines: clear focus areas (mental health, early childhood, climate), a process timeline, and eligibility criteria. Within months, their grantmaking felt purposeful again. The quality of applications improved. And the board—finally—had space to focus on impact, not inbox management.

Closing Reflection

Philanthropy isn’t just about saying yes. It’s about knowing why you say yes—and having the clarity and courage to say no when something isn’t aligned.

When you write down your giving philosophy, you give yourself a compass. And you give the people you want to help a fair, respectful path to walk toward you.

So if your foundation is feeling pulled in too many directions, take a breath. Pull up a chair. And start writing. Clarity, I’ve found, is one of the most underrated gifts a foundation can offer.