By Adam Hursh
It’s never fun opening that email that starts with “We regret to inform you…” You spent weeks pulling quotes, writing a narrative, chasing signatures and getting buy-in from the board or city council. You believed in the project. You knew it would help. But the grant didn’t come through.
Whether career, volunteer, or somewhere in between, most fire departments have faced this. Whether it’s Assistance to Firefighters Grants (AFG), SAFER or a local foundation, rejection is part of the process. But it doesn’t have to be the end of the road.
If you take the time to understand what went wrong, a rejected grant can be more valuable than you think. It can show you the gaps in your data, the weak spots in your justification, or even the need to realign your priorities.
Here’s how to make sense of a “no” and turn it into a “yes” next time.
1. Ask for the reviewer feedback (if it’s offered)
Some grant programs, like AFG and SAFER, offer feedback after the funding decisions are made. It’s not always detailed, but it can be helpful. You may see comments like:
- “Narrative lacked clear evidence of operational impact.”
- “Requested equipment not aligned with program priorities.”
- “Application was missing call volume data.”
Those comments can sting, especially if you thought all your bases were covered. But they point you toward what the reviewers saw — or didn’t see. Read the feedback carefully. Please don’t argue with it. Learn from it.
2. Revisit the narrative with clear eyes
After some time has passed, go back to what you submitted. Read it like a reviewer would: someone who doesn’t know your department, people or history.
Did the story make sense? Did it explain why you needed funding and what would happen if you didn’t get it?
Sometimes, the issue isn’t what you wrote, it’s what you left out. Maybe you didn’t clearly tie the equipment to the hazard. Perhaps the community risk wasn’t explained well. Or maybe the need was valid, but how you told the story made it seem optional.
Highlight the parts that worked. Circle the ones that fell flat. Make notes for next time.
3. Check your application for gaps in evidence
Grant reviewers want to see a straight line from the problem to the solution. But you have to back it up.
If you requested turnout gear, did you include manufacturer dates? Did you show compliance with NFPA 1851? Did you include inventory numbers that showed you’re out of service life?
If you asked for training, did you show how many personnel lack the required certification? Did you describe how it affects daily operations?
These are the kinds of details that make a difference. The need can’t be vague. It has to be specific, supported, and aligned with the grant’s purpose.
4. Evaluate the project choice
Sometimes the application is well-written, but the project just doesn’t score well in that cycle.
Take AFG, for example. SCBA, PPE, and radios almost always rank high. Things like administrative software or rehab equipment tend to rank lower, even if they’re helpful.
So, you might ask yourself: was this the right project to submit this year? Would a more critical request have a better chance? Could you submit the denied project to a different funding source instead?
Just because something didn’t get funded doesn’t mean it wasn’t worth applying for. It may just need to wait for a better opportunity.
5. Make a plan for the next cycle
Once you understand what didn’t work, start thinking about how to improve it. This might mean:
- Collecting better data now so it’s ready later.
- Taking new photos that show the condition of equipment or facilities.
- Updating your department’s risk assessment or call statistics.
- Starting earlier to avoid last-minute problems.
It’s also a good time to review your department’s five-year equipment plan or capital improvement goals. That way, your grant writing isn’t reactive; it’s part of a bigger plan.
6. Share what you learned
This part often gets overlooked. After a rejection, hold a short debrief with your command staff, grant committee or board. Let them know why the grant wasn’t funded, what feedback was received (if any), and how you plan to address it.
This builds trust. It also shows that the process isn’t wasted, even when the funding didn’t come through. It shows that your department is learning and adapting.
If you’re the only one doing grant work, write a short summary for your records. That way, a year from now, you’re not starting from scratch or repeating the same mistakes.
7. Stay in the game
One rejection doesn’t mean you’re bad at writing grants. Even good applications get passed over. Some programs are highly competitive. In the year you applied, there may have been more requests than money available.
Departments that win grants are often the ones that keep applying. They learn from the misses, sharpen their narratives, and stay ready for the next cycle.
The first try is rarely the one that lands. But each one teaches you something.
Final thoughts
A denied grant isn’t a dead end. It’s feedback, if you’re willing to listen. It shows you where your story didn’t connect, where your data didn’t land, or where your ask didn’t align with the program’s goals. More than anything, it gives you a chance to get better.
Take the time to reflect. Make a few changes. Then get back in the fight. The next grant might be the one that changes everything.
Looking to navigate the complexities of grants funding? Lexipol is your go-to resource for state-specific, fully-developed grants services that can help fund your needs. Find out more about our grants services here.
