How To: Data for Needs Statements

To get a grant, you must demonstrate a need. And that need should directly reflect the gaps in programs, services, or other resources that your community needs to thrive. Over the next 12-18 months, federal funding will shift dramatically, and your ability to best represent and advocate for the needs of the communities you serve has never been more important. 

 In the latest episode of Fundraising HayDay, we dive deep into the best data sources that grant writers can use to build convincing arguments for funding. 

Your needs statement should focus on the community you’re serving, not your organization’s internal needs. Whether you’re working with veterans, county residents, a local animal shelter, or representing the environmental needs of rivers or anything and everything in between, the data you present needs to demonstrate both the scope and severity of the problems you’re trying to address. And no, Wikipedia probably isn’t your best starting point. 

Essential Data Sources 

U.S. Census Bureau (census.gov) remains the gold standard for demographic and socioeconomic data for now. Their QuickFacts tool is particularly valuable for getting that 30,000-foot view of any community you’re serving. You’ll find population numbers, age distribution, income levels, poverty rates, and even unexpected gems like bicycle commuting statistics that could support a bike safety program. Yes, I subscribe to their YouTube Channel, and yes, their videos are excellent.  

For crime and justice data, the National Crime Victimization Survey from the Bureau of Justice Statistics offers comprehensive information that goes beyond standard police reports. This survey captures crimes that weren’t necessarily reported to police, including sexual assault and robbery, while also gathering demographic information about victims. It’s particularly useful for demonstrating that certain populations are disproportionately affected by specific types of crime. 

Don’t overlook local sources either. Your regional councils of government, United Ways, health departments, and even police departments collect valuable data that might not be posted online but is often available through simple requests. Building relationships with other grant writers in these agencies can make accessing this information much easier. 

Pro Tip: While all federal grants submitted become public documents and should be accessible through the Freedom of Information Act, building relationships with other grant writers and administrators can save a lot of time and money in accessing those documents. Of course, you need to be open to sharing your own agency’s grant proposals to make this equitable. 

Cut the Laundry List; Tell a Story Instead 

Having great data is only half the battle. The other half is presenting it in a way that creates a compelling narrative. Here are key strategies for maximum impact: 

• Use current data – anything over five years old raises red flags for reviewers 
• Provide context – compare your community’s statistics to state and national averages 
• Drill down to subpopulations – overall statistics can mask significant disparities
• Paint a picture – translate large numbers into relatable terms (stadium capacity, bus loads)

Visual representation through charts, graphs, and maps can make statistical information more accessible and impactful for reviewers. The Census Bureau even offers visualization tools that can be adapted for your proposals. 

If funders ask for specific information, provide that first, then weave in additional context as space allows. For shorter applications, focus on three to five of the most powerful statistics rather than overwhelming reviewers with numbers. 

Your organization’s client surveys, intake forms, and program assessments can provide powerful statistics that are specific to your community and complement broader demographic data. 

The ultimate goal is using data to tell a clear, convincing story about why your program deserves funding. When done well, your needs statement should present an irrefutable case that demonstrates both the problem’s existence and your organization’s deep understanding of it. 

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Kimberly Hays de Muga

Kimberly Hays de Muga, GPC, is an expert trainer and coach in nonprofit capacity building, grant writing, fundraising, and board development. She brings more than 25 years of fundraising experience that includes raising $100 million from individuals, foundations, corporations, and local, state, and federal funding for nonprofit agencies in the education, health, and human service sectors—from food banks to pediatric hospitals, to state-wide mental health coalitions.

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