How Reviewers Actually Read

Most grant writers assume reviewers read proposals from start to finish, carefully considering every word. The reality is different—and understanding how reviewers actually read can dramatically improve your win rate.

The Review Process

Reviewers typically follow this pattern:

Executive Summary (30-60 seconds)
Budget (1-2 minutes)
Program Description (3-5 minutes)
Organization Background (1-2 minutes)
Supporting Materials (skim)

Total time: 10-15 minutes for a typical foundation grant.

What This Means for Your Proposal

Lead with Impact

Your executive summary must stand alone. If a reviewer only reads that section, they should understand:

What you’re proposing
Why it matters
How much you need
What success looks like

Budget Tells a Story

Reviewers check budgets early to assess feasibility and alignment. A well-structured budget that matches your narrative builds trust. A budget with red flags (unrealistic costs, missing line items) creates doubt.

Program Description Needs Structure

Reviewers scan for key information:

Clear problem statement
Evidence-based solution
Measurable outcomes
Realistic timeline

Use headings, bullet points, and white space to make scanning easy.

Organization Background Builds Credibility

This section answers: “Can this organization actually deliver?” Include:

Relevant experience
Key staff qualifications
Past successes
Organizational capacity

Practical Tips

Write the executive summary last—it should summarize your strongest points.
Use the budget as a narrative tool—ensure every line item supports your story.
Structure for scanning—headings, bullets, and short paragraphs.
Front-load key information—don’t bury important details in paragraphs.
Make it easy to find answers—reviewers are looking for specific information.

The Bottom Line

Reviewers are human. They’re busy, they’re scanning, and they’re looking for reasons to say yes or no. Structure your proposal to make it easy for them to say yes.