How to Create a Sustainability Plan in Your Grant Proposal

Why Funders Care About Sustainability

Every funder asks the same question: what happens when our money runs out? Funders do not want to invest in programs that will collapse the moment the grant period ends. They want to see that their investment will have lasting impact, whether through the continuation of the program itself, the institutionalization of new practices, or the lasting changes produced in the people and communities served.

Yet the sustainability section is one of the weakest parts of most grant proposals. Many applicants write vague promises like "we will seek additional funding" or "we plan to sustain this program through diversified revenue." These statements tell the funder nothing useful. A strong sustainability plan is specific, realistic, and demonstrates strategic thinking about organizational and program longevity. The GrantCraft Proposal Builder prompts you to develop this section with the specificity funders expect.

Types of Sustainability Strategies

Sustainability does not always mean running the exact same program forever with different money. There are several legitimate sustainability approaches, and the best proposals combine multiple strategies:

Revenue Diversification

The most commonly referenced strategy is replacing grant funding with other revenue sources. Be specific about which sources you are pursuing and what stage of development each is in:

• Earned income: Fee-for-service programs, social enterprises, training fees, or consulting services that generate revenue from your programmatic expertise.
• Individual donations: Annual fund campaigns, major donor cultivation, planned giving programs, or crowdfunding strategies.
• Other grants: Specific funders you plan to approach, with an explanation of why you believe they would support this work. Simply saying "we will apply for other grants" is not a sustainability strategy.
• Government contracts: Fee-for-service arrangements with government agencies that purchase the services your program provides.
• Corporate sponsorships: Partnerships with businesses that provide ongoing financial support in exchange for community engagement or brand alignment.

For detailed guidance on multi-year budgeting and cost-sharing that supports sustainability, see our guide on advanced budgeting strategies.

Institutional Integration

Some programs are best sustained by being absorbed into an existing institution's permanent operations. If your program operates in a school, hospital, or government agency, describe the pathway for the host institution to assume responsibility for the program after the grant period. This might include training institutional staff to deliver the program, incorporating program costs into the institution's operating budget, or securing a formal commitment from institutional leadership to continue the work.

Community Ownership

Programs that build community capacity and leadership can be sustained through community ownership structures. This might include training community volunteers to deliver programming, establishing community advisory boards that take increasing responsibility, or transferring program management to a community-based organization. This approach is particularly appropriate for programs operating in the community empowerment and development space.

Policy and Systems Change

If your program's goal is to change policies, practices, or systems, sustainability comes from the permanence of those changes. A program that successfully advocates for a new school discipline policy does not need ongoing funding once the policy is adopted and implemented. A program that trains teachers in a new instructional approach achieves sustainability when that approach becomes part of standard practice. Frame these systemic changes as the ultimate sustainability mechanism.

Scaling and Replication

If your program model is effective, sustainability might come through scaling to new sites or licensing the model to other organizations. Describe your plan for documenting the program model, developing training materials, and establishing partnerships for replication. This approach appeals to funders interested in systemic impact beyond a single site.

Writing a Credible Sustainability Section

Credibility is the key to a strong sustainability plan. Funders can spot vague promises and wishful thinking immediately. Make your sustainability plan credible by including these elements:

• Specific actions: Name the exact steps you will take during the grant period to prepare for sustainability. These are activities that should be included in your project timeline.
• Evidence of commitment: Letters of support from institutional partners who commit to absorbing costs, board resolutions dedicating organizational resources, or signed agreements with partner organizations.
• Financial projections: Show the math. If you plan to replace $200,000 in grant funding with earned income and individual donations, show how you calculated those projections and what assumptions they are based on.
• Phased transition: Describe a phased approach where grant funding decreases over time as other revenue sources increase. This is more credible than claiming you will replace all grant funding overnight.
• Track record: If your organization has successfully sustained previously grant-funded programs, describe those examples. Past success is the strongest predictor of future sustainability.

For guidance on narrative techniques that make your sustainability section persuasive, see our guide on grant narrative strategy and reviewer psychology.

Sustainability During the Grant Period

The most common mistake in sustainability planning is treating it as something that happens after the grant ends. Effective sustainability planning begins during the grant period. Build sustainability activities into your project timeline: fundraising campaign development in year one, donor cultivation in year two, revenue diversification launch in year three. When your grant ends, you should already have alternative revenue flowing, not just a plan to start looking for it. For guidance on managing this transition, see our guide on post-award grant management.

Build Your Sustainability Plan with GrantCraft

Use the GrantCraft Proposal Builder to develop a sustainability section that demonstrates strategic thinking and organizational commitment. The template library includes sustainability plan frameworks, and the tips collection offers additional guidance on presenting your long-term vision convincingly.

Learn more about grant writing strategies at Subthesis.

Ready to build a complete grant writing skill set? The Complete Grant Architect course covers everything from needs assessment to budget construction to post-award management.