Have you ever opened a grant application and walked away scratching your head? What does this mean? Why does this sound like a different language? I have.
Journalists are stretched thin. Most of us don’t have the time (or staff) to decipher philanthropic jargon on top of reporting, editing, fundraising and just trying to publish.
But we also know that words matter. The language we choose can strengthen—or undermine—our fundraising efforts. Foundations and funders operate with their own terminology that can feel unfamiliar to those beginning a grant-writing journey.
This glossary is designed to help you translate language with more confidence.
Keep in mind: Successful applications go beyond using the correct terminology. They also must be clear, precise and persuasive without sounding too demanding. The Words that Work report from Press Forward has suggestions on terminology that builds connection, phrases that raise skepticism and framing that positions local news as essential to our communities.
I hope this helps. — Monica
Here is a glossary of terms:
A B C D E F G H I J K L M N O P Q R S T U V W X Y Z
A
Abstract / executive summary
A brief overview of the grant proposal (typically 250–500 words) summarizing the project’s purpose, methods, and expected outcomes.
See also: Proposal narrative, Outcomes
Allowable costs
Expenses permitted under the terms of a specific grant program.
See also: Restricted funds, Budget
Annual report
A yearly summary of project activities, outcomes, and financial expenditures.
Appendix / attachments
Supplementary documents such as resumes, letters of support, or organizational charts.
Applicant
The individual or organization submitting a proposal for funding consideration.
Audit / financial review
A review of your financial practices, sometimes required for larger grants.
See also: Compliance
Award
The formal notification and documentation that a grant has been approved for funding
Award period
The specific time frame during which grant funds may be spent and project activities must be completed.
B
Bridge funding
Short-term support used between grant cycles or while securing additional funding.
See also: General Operating Support
Budget
A detailed breakdown of anticipated project expenses.
See also: Budget narrative, Direct costs, Indirect costs / overhead
Budget narrative
A written explanation of each budget item and how it supports project goals.
See also: Budget, indirect costs
C
Capability statement: Document outlining an organization’s qualifications, experience and capacity to successfully complete the proposed project.
Capacity: Your ability to successfully complete the proposed project — including staffing, systems, experience and partnerships.
See also: Fiscal Sponsor, Organizational Background
Capacity building: Support to strengthen your newsroom — like upgrading a Content Management System (CMS), training staff or hiring development personnel.
Capacity grant: Focused on building infrastructure, leadership, systems, or skills and not content.
Community engagement plan: How you’ll involve or serve the audience. Is it through listening sessions, community forums, source tracking, events, etc.?
Compliance: Meeting the legal, financial and ethical terms of a grant agreement.
D
Deliverables: Specific, measurable outputs or results that must be completed and provided as part of a project, contract or agreement.
See also: Outcomes, Reporting requirements
Direct costs: Expenses that can be specifically attributed to the grant project, such as personnel, equipment and supplies.
Dissemination: The process of sharing project results, findings or products with relevant audiences and stakeholders.
E
Eligibility criteria: Specific requirements that applicants must meet to be considered for funding.
Engagement metrics: Measures of audience impact, including pageviews, shares, time on story spent, or event attendance.
Evaluation: A formal assessment of the project’s effectiveness and impact.
See also: Outcomes, Metrics
Evaluator: External professional who assesses project effectiveness and outcomes, often required for larger grants.
F
Fellowship: A grant awarded to a journalist (or team) for a specific project or period of work, often with editorial mentorship.
Fiscal agent: Similar to a fiscal sponsor, but typically acts more as an administrative pass-through by handling funds and compliance without taking on full legal responsibility for the project. The distinction varies by funder, so always confirm which arrangement it requires.
See also: Fiscal sponsor
Fiscal sponsor: A nonprofit that receives and manages grant funds on behalf of a project or organization that lacks its own 501(c)(3) status. The sponsor takes on legal and financial responsibility.
See also: Fiscal agent, Indirect costs
For-profit newsroom: May still be eligible for grants, especially if the project has public benefit.
Funder / grantmaker: An individual or organization that provides money to support a project, organization, initiative, or person. This is usually through a grant, donation, investment or sponsorship.
G
General Operating Support (GOS): Funding not tied to a specific project. Can be used for salaries, rent or any other expenses.
Grant: A sum of money given by a funder (such as a foundation, government agency, corporation or nonprofit) to support a specific project or organization, without the expectation of repayment.
Grant report: A narrative and/or financial report submitted to the funder detailing how funds were used and what outcomes were achieved.
I
Impact: The measurable change of what happened because of your work.
Indicators: Specific, measurable signs of progress toward outcomes.
Indirect costs / overhead: Administrative expenses not directly tied to the project but necessary for operations (e.g., rent, HR).
In-kind support: Non-monetary contributions like donated newsroom space, volunteer editing, or shared tech.
L
LOI (Letter of Inquiry): A short document (1-2 pages) submitted to a funder before a full proposal, to gauge interest in your project. It typically outoutlines your organization, the project idea, the amount you’re seeking, and why it fits the funder’s priorities. If the funder is interested, they’ll invite you to submit a full application.
See also: Proposal, RFA, RFP
Logic model: A visual framework that shows the relationship between your project’s resources, activities, outputs and outcomes. Funders use it to quickly assess whether your plan is realistic and coherent. A typical logic model moves left to right: Inputs → Activities → Outputs → Short-term outcomes → Long-term impact.
See also: Outcomes, outputs, evaluation
M
Matching funds: Money or resources you raise to complement the grant, sometimes required by funders.
Milestones: Key progress points or deadlines for reporting, production or evaluation.
MOU (Memorandum of Understanding): a written document that outlines the terms of a partnership or collaboration between two or more parties. It describes what each party intends to do, but it is usually less formal than a contract.
Monitoring: Ongoing tracking of project activities and performance.
N
News collaborative: A network of media partners and civic groups working together and pooling resources for deeper community coverage.
Nonprofit organization: A legally registered entity that operates to serve a public, charitable, educational, religious, or social mission rather than to generate profit for owners or shareholders. Any revenue the organization earns must be reinvested into its mission and operations, rather than distributed as profit.
O
Outcomes: Broader effects, like policy changes, increased civic engagement or a more informed community.
Outputs: Tangible deliverables like the number of articles, newsletters, interviews or podcast episodes produced.
P
Pass-through grant: Funding that is awarded to one organization (the primary recipient), which then distributes some or all of the funds to other organizations or partners to carry out parts of the project.
Project-based grant: A grant designated for a specific initiative or reporting series.
Project narrative: The story of your project. Include why it matters, who it serves, how it will be done and who’s on the team.
Proposal: A full grant application outlining the journalism project’s goals, significance and plan for execution.
R
Rapid response grant: Funding available quickly for urgent reporting needs, such as disaster coverage or political unrest.
Reach: The size and demographics of your audience and include if it’s local, national, underserved, etc.
Reporting requirements: Obligations to provide progress or financial reports to the funder during or after the grant period.
See also: Deliverables, Grant
Request for applications (RFA): Announcement inviting applications for a specific grant program with detailed guidelines.
Request for Proposals (RFP): Solicitation for project proposals, often used by government agencies and foundations.
Restricted funds: Grant dollars that must be used only for the proposed or specified purposes of the project outlined.
See also: Unrestricted funds, budget, indirect costs
Revenue streams: How you make money, for example: advertising and sponsorships; Institutional funding (grants, investments); audience/reader support (donations, membership schemes, subscriptions) and other revenue-generating activities (services/products, syndication and licensing, merchandise)
S
Scope of work: Detailed description of all activities, deliverables and timeline for the proposed project.
Seed funding: Initial or early-stage support for launching a new journalism project, media outlet or product.
Stakeholders: Individuals, groups, or organizations that have an interest in or are affected by a project, decision, or organization.
Sub-award: Grant funding passed from the primary recipient to another organization to carry out part of the project.
Subgranting / regranting: When an organization receives funding to redistribute smaller grants to others (e.g., local newsrooms, freelancers).
Sustainability: Plan for continuing project activities or maintaining outcomes after grant funding ends.
Sustainability plan: How you’ll continue the journalism project, or fund your newsroom, after the grant ends.
U
Unrestricted funds: More flexible support that can be used for general operations, not just the project.
W
Work plan / timeline: A schedule for producing and publishing content or achieving other grant-funded goals.