Free Reference Template

Grant Opportunity Tracker

A complete system for tracking grant prospects, deadlines, requirements, and application status. Print it, adapt it, or use it as the blueprint for your own digital tracker.

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Grant Opportunity Tracker EveryCentCounts • everycentcounts.net

How to use this tracker: Add one row per grant opportunity. Update the status column after each action. Review the tracker weekly and flag any deadlines within the next 30 days. The goal is to see your entire pipeline at a glance so nothing slips through and no deadline surprises you.

Part 1: Prospect Pipeline

Use this table to track every grant opportunity from initial research through application submission. Sort by LOI deadline to keep the most urgent items visible.

Funder Name	Grant Program	Est. Award	LOI Deadline	Full App Deadline	Eligibility Notes	Status	Next Action

Status codes:

Researching LOI Submitted Full App In Progress Submitted Awarded Declined Not Pursuing

Part 2: Active Grant Detail Sheet

Complete one detail sheet per active grant opportunity. These capture everything you need to write a strong application and manage the award if funded. Print additional copies as needed.

Grant Opportunity #1

Funder Information

Funder name

Program / grant title

Funder website

Program officer name

Program officer email

Funder type (federal / foundation / corporate / state)

Dates & Deadlines

LOI deadline

Full application deadline

Anticipated award notification date

Grant period start date

Grant period end date

Reporting deadline(s)

Award Details

Award amount requested

Funder award range (min / max)

Match required? Amount / percentage

Indirect cost rate allowed

Number of awards expected

Multi-year award? Yes / No

Eligibility Checklist

Organization type eligible

Geographic restrictions met

SAM.gov / UEI registration current

Required certifications held

Prior award restrictions checked

Board approval required

Application Requirements

Page / word limits

Required sections (list)

Budget format specified

Required attachments

Submission platform

LOI format specified

Notes on Funder Priorities

Based on 990-PF review and guidelines. What do they actually fund vs. what their website says?

Application Progress

Narrative draft started — Date: ________

Narrative draft complete — Date: ________

Budget drafted — Date: ________

Budget reviewed — Date: ________

Attachments assembled — Date: ________

Internal review complete — Date: ________

Submitted — Date: ________

Outcome noted — Date: ________

Grant Opportunity #2

Funder Information

Funder name

Program / grant title

Funder website

Program officer name

Program officer email

Funder type (federal / foundation / corporate / state)

Dates & Deadlines

LOI deadline

Full application deadline

Anticipated award notification date

Grant period start date

Grant period end date

Reporting deadline(s)

Award Details

Award amount requested

Funder award range (min / max)

Match required? Amount / percentage

Indirect cost rate allowed

Number of awards expected

Multi-year award? Yes / No

Eligibility Checklist

Organization type eligible

Geographic restrictions met

SAM.gov / UEI registration current

Required certifications held

Prior award restrictions checked

Board approval required

Application Requirements

Page / word limits

Required sections (list)

Budget format specified

Required attachments

Submission platform

LOI format specified

Notes on Funder Priorities

Based on 990-PF review and guidelines. What do they actually fund vs. what their website says?

Application Progress

Narrative draft started — Date: ________

Narrative draft complete — Date: ________

Budget drafted — Date: ________

Budget reviewed — Date: ________

Attachments assembled — Date: ________

Internal review complete — Date: ________

Submitted — Date: ________

Outcome noted — Date: ________

Grant Opportunity #3

Funder Information

Funder name

Program / grant title

Funder website

Program officer name

Program officer email

Funder type (federal / foundation / corporate / state)

Dates & Deadlines

LOI deadline

Full application deadline

Anticipated award notification date

Grant period start date

Grant period end date

Reporting deadline(s)

Award Details

Award amount requested

Funder award range (min / max)

Match required? Amount / percentage

Indirect cost rate allowed

Number of awards expected

Multi-year award? Yes / No

Eligibility Checklist

Organization type eligible

Geographic restrictions met

SAM.gov / UEI registration current

Required certifications held

Prior award restrictions checked

Board approval required

Application Requirements

Page / word limits

Required sections (list)

Budget format specified

Required attachments

Submission platform

LOI format specified

Notes on Funder Priorities

Based on 990-PF review and guidelines. What do they actually fund vs. what their website says?

Application Progress

Narrative draft started — Date: ________

Narrative draft complete — Date: ________

Budget drafted — Date: ________

Budget reviewed — Date: ________

Attachments assembled — Date: ________

Internal review complete — Date: ________

Submitted — Date: ________

Outcome noted — Date: ________

Part 3: 90-Day Grant Calendar

Map every deadline 90 days in advance. Work backwards from each application deadline to set internal milestones. A competitive grant application typically requires 4 to 6 weeks of preparation time.

Date	Funder / Grant	Milestone	Responsible Person	Done?

Part 4: Document Library Checklist

Most grant applications request the same core documents. Maintain a current version of each so any team member can assemble attachments within an hour of identifying an opportunity.

Organizational Documents

IRS determination letter (501(c)(3)) Last updated: ________

Most recent Form 990 (filed) Last updated: ________

Articles of incorporation Last updated: ________

Bylaws (current) Last updated: ________

Board member list with affiliations Last updated: ________

Current Organizational chart Last updated: ________

Conflict of interest policy Last updated: ________

Financial Documents

Most recent audited financial statements Last updated: ________

Prior year audited financial statements Last updated: ________

Current year operating budget Last updated: ________

Year-to-date financial statements Last updated: ________

Most recent bank statements (1-3 months) Last updated: ________

IRS Form 990-T (if applicable) Last updated: ________

Program Documents

Organizational summary (1 paragraph) Last updated: ________

Mission statement Last updated: ________

Program descriptions (one per major program) Last updated: ________

Outcome data and evaluation reports Last updated: ________

Key staff bios (ED, program leads) Last updated: ________

Logic model templates Last updated: ________

Letters of support / MOUs (recent) Last updated: ________

Federal Registration

SAM.gov registration (active, renewal date noted) Last updated: ________

UEI number documented Last updated: ________

State charitable solicitation registration Last updated: ________

State corporate filing (current) Last updated: ________

DUNS/UEI transition confirmation Last updated: ________

Cognizant agency designation (if applicable) Last updated: ________

Need help getting your financial documents grant-ready? Book a free consultation with the EveryCentCounts team — we help nonprofits and small businesses build the financial infrastructure that grant compliance requires.