IRS Form 990: A Grant Writer's Best Friend (Pt.1)

Recently, we began working with a client who was consistently receiving grant denials for great projects. Baffled, the client turned to us for support.

We began investigating—the proposals were well written and in alignment with the funders’ guidelines, the budget was reasonable and well presented, all the questions were answered logically, and the applications were submitted by the deadlines.

Then we reviewed the organization’s 990, and the issue quickly became clear. Can you guess what it was? Read till the end to find out!

The Answers to Grant Writer’s Burning Questions

Tired of hunting down info for grant apps? Your IRS Form 990 likely has everything you need—no more office scavenger hunts!

That’s why Ghost Writer includes the 990 as part of our Grant Writing Toolbox, our go-to resource for creating accurate grant proposals efficiently. In this two-part blog series, we’re sharing why the 990 is one of the most important organizational documents.

In Part 1, we’ll highlight some of the most valuable but often overlooked information tucked into your 990. In Part 2, we’ll show you how to use the 990 to easily calculate the percentage of operational expenses versus program expenses.

So grab your most recent 990, and let’s explore just how powerful this document really is.

What Is the IRS Form 990 and Why Should You Care?

It might not be the most glamorous document in your files, but the 990 is an extremely useful tool. Tax-exempt organizations generally file their 990 annually to report on their finances, governance, and operations. And thank goodness for that—because while it’s meant to keep you in compliance, it also happens to be a gold mine of nitty-gritty organizational details, all compiled into one handy document.

Using your 990 as a reference saves time and presents your organization consistently. Your narrative will match what appears in your public records, building trust, lending credibility, and allowing you to clearly and proactively explain any changes or anomalies.

In short, your 990 isn’t just a form you file—it’s a practical storytelling tool. It gives you a data-backed foundation to build proposals that are compelling and credible.

Key Information Hiding in Plain Sight

Here are just a few of the most valuable pieces of information for grant writing and where to find them:

• Your EIN (Employer Identification Number) Page 1, Box D - This is one of the most requested items in grant applications. Your 990 keeps it front and center.

• Year of Formation Page 1, Box L How long has your organization been operating? Your articles of incorporation, bylaws, and EIN letter may have conflicting dates, causing confusion on how to answer this seemingly simple question. We use the dates listed on your 990 for consistency.

• Number of Board Members, Employees, and Volunteers Page 1, Part 1 (Activities & Government) - These numbers help demonstrate your organization’s structure and capacity. Board and volunteer engagement speaks to community investment—and can help strengthen your narrative about grassroots support.

• Tax-Exempt Status and Organizational Type Page 1, Boxes H, I, and K - These sections confirm your organization’s tax-exempt status, which is important for determining your eligibility for grants and other funding opportunities. Box K gives information on organizations that are subordinate under group rulings, often the case with churches, PTAs, or local affiliates of national organizations. 

Remember the earlier story about the client who was repeatedly denied grants despite submitting strong proposals? A quick look at their 990 revealed the reason. Although the organization was a 501(c)(3), it was classified as a private foundation, which some grantors exclude from eligibility.

• Officers, Directors, Trustees, Key Employees, and Highest Compensated Employees Part VII, Section A - While this section provides a historical overview rather than a current list of directors and employees, it can still be useful in understanding key details, such as who was making decisions, what roles individuals held, the level of turnover, and how long board members have served.

Your 990, Working for You

Now you know that what the 990 lacks in flash, it makes up for in substance. Packed with essential stats, it helps you write faster; tell your story with confidence; and present a consistent, credible image to funders and partners alike.

And this isn’t just useful for grants. The same data can (and should!) be reused in annual reports, sponsorship decks, marketing materials, and newsletters—anywhere you're communicating your value to the public or potential supporters.

So next time you're knee-deep in a grant application—or prepping your annual report—remember you don’t have to start from scratch. Your 990 already has your back.

Check out Ghost Writer’s Grant Toolbox and stay tuned for part two of this series, where we’ll show you how to use your 990 to simplify one of the trickiest grant questions out there: calculating the percentage of funds used for operations versus programming.