The award list just came out. Maybe you were on it, maybe you weren't. Either way, somewhere in that list are applications that reviewers scored higher than the rest, and you have never seen one of them.
That's a gap worth closing. This post covers who to ask for funded applications, how to make a formal public records request when asking nicely doesn't work and how to use what you get without crossing any lines.
Why funded applications teach you more than any guide
Guides tell you what a strong need statement should do. A funded application shows you one that worked, for this funder, under this notice, in front of these reviewers.
When you read a few winners side by side, patterns jump out. You see how long the narrative really runs, how much space goes to evaluation, how partners are described and how the budget justification lines up with the work plan. You see the evidence they chose and the evidence they skipped.
You also calibrate your own sense of "good enough." Many first-time applicants either overwrite (dense, academic, everything included) or underwrite (thin on specifics). A real winner shows you the level of detail that actually earned points. Pair it with your own reviewer comments, if you have them, and you have a clear picture of the distance between your draft and a funded one. (Our post on reading a rejection covers the comments side.)
Start with people, not paperwork
The fastest route is usually the simplest: ask.
- The program officer. Some funders keep sample applications or can tell you which awardees have agreed to share. Ask after awards are final, not during the review period. If you're new to these conversations, see talking to a program officer.
- The winners themselves. Award announcements usually name the recipient organizations. Many grant professionals will share a funded narrative with a peer, especially if you're not competing for the same service area. A short, respectful email works better than a cold call.
- Published samples. Some agencies post funded applications with the applicants' permission. The National Institute of Allergy and Infectious Diseases (NIAID), for example, posts sample research applications and summary statements that investigators agreed to share for educational purposes.
- Award databases. USAspending.gov shows federal award recipients and amounts. It won't give you the narrative, but it tells you who to ask and which agency office made the award.
Here is a sample email to a recent awardee:
Hi Dana, congratulations on your award under the [program name] notice. I lead grants at [organization], a [brief description] in [region]. We applied this cycle and weren't funded, and I'm trying to understand what a strong application looks like for this program. Would you be willing to share your project narrative? I'm happy to keep it internal, and I'd gladly return the favor with ours. Either way, thank you for the work you do.
If they say no, thank them and move on. Some organizations have good reasons not to share.
Filing a federal FOIA request
When asking doesn't work, the Freedom of Information Act (FOIA) gives anyone the right to request federal agency records, including funded grant applications.
Where to file. Each agency handles its own requests. You can start one through FOIA.gov, which lets you pick the agency and submit, or go directly to the agency's FOIA office page. Many agencies accept requests by web form or email.
What to ask for. The law only requires that your request be in writing and "reasonably describe" the records. Be specific. Name the program, the funding notice number, the fiscal year and the recipients or award numbers if you have them. Ask for the project narrative and budget justification rather than "all records," which invites delays and fees.
Fees. There is no fee to submit. Agencies can charge for search and copying, but for most individual and nonprofit requesters, the first two hours of search and first 100 pages of duplication are free. If you request records for commercial use (a consultant gathering samples for paid client work, for example), the agency can charge for search, review and duplication. If the agency expects fees, it will tell you and give you a chance to narrow the request.
Timing. The statute gives agencies 20 working days to decide on a request, and they can extend that by up to 10 working days in unusual circumstances. In practice, the actual wait depends on the agency's backlog and how complex your request is. FOIA.gov publishes agency FOIA data if you want a sense of a particular office's pace. Plan on waiting, and file soon after awards are announced so the records arrive before you start your next application.
Here is a short sample request:
Under the Freedom of Information Act, 5 U.S.C. 552, I request copies of the funded applications submitted under [funding notice number], [program name], fiscal year [year]. Specifically, I request the project narrative and budget justification for the following awards: [recipient names or award numbers]. I am a [nonprofit staff member / individual] requesting these records for noncommercial purposes. I prefer electronic copies. Please notify me before incurring fees above $[amount].
State and local grants: public records laws
FOIA covers federal agencies only. For grants made by a state agency, county or city, you'll use that state's public records law. Each state has its own, with its own name (open records act, public records act, right-to-know law), response deadlines, fee rules and exemptions.
The steps are similar. Find the agency's records officer or public records portal, describe the records specifically and ask for electronic copies. Check your state's statute or the attorney general's guidance for the response timeline. Some states also have rules on who may request, so read the basics before you file.
Local governments often post council or board packets that include grant applications they submitted. If the grant you're studying went to a city or county, search their meeting agendas first. You may find the full application without filing anything.
What will be blacked out
Expect redactions. Two FOIA exemptions matter most for grant applications.
- Exemption 4 protects "trade secrets and commercial or financial information obtained from a person and privileged or confidential." Agencies may withhold proprietary methods, detailed financial data or business information the applicant keeps private. Under Executive Order 12600, agencies have procedures to notify a submitter and let them object before releasing information that may be confidential commercial information, which is one reason these requests take time.
- Exemption 6 protects personnel and similar files when disclosure would be "a clearly unwarranted invasion of personal privacy." Expect names, salaries of individuals, résumés and contact details to be removed.
State laws have their own exemptions, often along the same lines. Even a heavily redacted narrative still shows you structure, length, headings, logic and the kind of evidence used. That's most of the value.
How to use what you get
Funded applications are someone else's work. Treat them that way.
- Learn structure, not sentences. Notice how the narrative is organized, how each section answers the scoring criteria and where the evidence sits. Then write your own.
- Never copy text. Lifting language is plagiarism, and reviewers who read many applications in a cycle may recognize it. It also won't fit your community, data or partners.
- Don't misrepresent the source. If you share a sample with your team, say where it came from and keep it internal.
- Build a short study set. Pick two or three winners and annotate them against the notice's scoring criteria. Note what each section does, how long it is and what proof it offers.
- Return the favor. Once you're funded, consider sharing your own narrative with a peer who asks.
Your next step
This week, pick one program you plan to apply to again. Find the most recent award list, choose two recipients whose work looks closest to yours and send each a short request like the sample above. If you haven't heard back in two weeks, file a FOIA or state records request for the narratives.
When your next notice opens, SoliContraX can help you put what you learned to work. Upload the notice, approve a concept and get a draft built from your own materials and checked against what the funder asked for, then review and finish it in your own voice. Get started with SoliContraX.
Sources
- The Freedom of Information Act, 5 U.S.C. 552 (U.S. Department of Justice)
- Frequently Asked Questions (FOIA.gov)
- New Guidance Issued on Exemption 4 of the FOIA (U.S. Department of Justice)
- Executive Order 12600: Predisclosure Notification Procedures for Confidential Commercial Information (CFTC)
- Sample Applications and More (NIAID)