How to use Grants.gov: complete walkthrough for first-time applicants (2026)

Grants.gov is where most federal agencies post discretionary grant opportunities and accept applications, but its registration process and interface confuse many first-time applicants. Registration can take several weeks, and a single mistake in your submission can disqualify your application entirely. This walkthrough covers every step from SAM.gov registration to submission confirmation, with screenshots of common error points and tips for avoiding the mistakes that trip up most newcomers. Don't wait until you have a specific grant to apply for, start this process today so you're ready when the right opportunity appears. For help finding grants, see our complete small business grants guide.

Step 1: Get your Unique Entity ID (UEI)

Since April 2022, the federal government replaced DUNS numbers with the Unique Entity Identifier (UEI). Your UEI is assigned automatically when you register in SAM.gov, you no longer need to get a separate number from Dun & Bradstreet. However, if you had a DUNS number previously, your UEI has been automatically assigned and linked to your SAM.gov record.

To get your UEI, go to SAM.gov and begin the entity registration process. You'll need:

• Your legal business name (exactly as registered with your state)
• Your physical business address (not a P.O. box)
• Your EIN (Employer Identification Number) or Tax Identification Number
• Your bank account information (for direct deposit of grant funds)
• An email address for the Entity Administrator

SAM.gov issues the UEI once your entity passes validation, and full registration takes additional time after that. If you only need a UEI (for example, as a subrecipient), SAM.gov also offers a UEI-only option without full registration.

Step 2: Complete SAM.gov registration

SAM.gov (System for Award Management) is the federal government's primary database of entities eligible to do business with the government. Registration is free and mandatory for all federal grant applicants. Here's what to expect:

Create a Login.gov account: SAM.gov uses Login.gov for authentication. If you don't have a Login.gov account, create one at Login.gov. You'll need a government-issued ID and a phone or authentication app for two-factor authentication.

Complete entity registration: Log into SAM.gov and select "Register Entity." The registration form includes multiple sections: Core Data (business details), Assertions (certifications about your business practices), Representations and Certifications (legal compliance statements), and Points of Contact. Plan to spend 2-3 hours completing the full registration.

Wait for validation: After submission, SAM.gov validates your information against IRS records and other federal databases. Grants.gov advises allowing up to 10 business days, and it can take weeks or longer if your information cannot be verified. You'll receive email updates as your registration progresses. If validation fails, you'll receive instructions on what to correct.

Notarized letter: Since a January 2025 GSA rule, a notarized letter appointing an Entity Administrator is required mainly when an existing entity has no active administrator; the appointee must be an employee.

Keep your registration active: SAM.gov registrations expire after one year. Set a calendar reminder to renew 30 days before expiration. If your registration lapses, you cannot submit grant applications until it's renewed, and renewal can take as long as initial registration.

Step 3: Create your Grants.gov account

Once your SAM.gov registration is active, create your Grants.gov account. Both Grants.gov and SAM.gov sign in with Login.gov, so you can use the same Login.gov credentials, but you still need an account on each site. Use the same email address as your SAM.gov E-Business Point of Contact.

Individual registration: Any person can create a Grants.gov account to search for grants and receive notifications. Go to Grants.gov/register and complete the individual registration form.

Organization registration: To submit applications, your organization must be registered on Grants.gov and linked to your SAM.gov registration via your UEI. The organization's E-Business Point of Contact (E-Biz POC), designated during SAM.gov registration, must authorize users to submit applications on behalf of the organization. This authorization step is frequently overlooked and causes last-minute submission failures.

User roles: Grants.gov has several assignable roles, including the Authorized Organization Representative (AOR), who can submit applications, and roles that can prepare but not submit. The E-Biz POC assigns these roles in Grants.gov, so request them well before any deadline.

Agency systems: Many agencies also require registration in their own system after Grants.gov, such as eRA Commons for NIH or Research.gov for NSF. Check the NOFO early.

While you're completing registration, explore the types of grants you may want to pursue. Our complete small business grants guide covers 15+ programs, including several that require Grants.gov submission. Demographic-specific programs, including grants for women-owned businesses, grants for Black-owned businesses, and veteran business grants, often have federal components that use this system. For our quick-reference list, see the top 10 small business grants for 2026.

Step 4: Search and filter grant opportunities

Grants.gov lists roughly 900 to 1,000 posted opportunities at a time (937 on September 25, 2026). Since December 2025, search defaults to Simpler.Grants.gov; most applications are still submitted through Grants.gov Workspace while Simpler pilots its own apply flow, with full replacement planned for 2027. Effective searching is essential to finding relevant opportunities without drowning in irrelevant listings.

Basic search: Use the search bar on the Grants.gov homepage. Enter keywords related to your project, not generic terms. "Renewable energy rural small business" is far more effective than "small business grant."

Advanced filters:

• Funding Instrument Type: Select "Grant" (not "Cooperative Agreement" or "Procurement Contract" unless those apply)
• Eligibility: Select your organization type, "Small businesses," "Nonprofits having a 501(c)(3) status," "For-profit organizations," etc.
• Agency: Filter by specific agencies if you know which ones fund your area (SBA, NIH, NSF, DOE, USDA)
• Assistance Listing Number (formerly CFDA): If you know the program's Assistance Listing number, search by it directly
• Posted Date / Close Date: Filter to see only currently open opportunities

Set up email notifications: Create saved searches and enable email alerts. Grants.gov will notify you when new opportunities matching your criteria are posted. This is the most efficient way to monitor the system, checking manually means you'll miss opportunities with short application windows. For a broader view of tools beyond Grants.gov, see our best grant search engines and databases comparison.

Read the full NOFO: When you find a promising opportunity, download and read the complete Notice of Funding Opportunity (NOFO) before investing time in an application. The NOFO contains eligibility details, evaluation criteria, budget constraints, and formatting requirements not visible in the Grants.gov listing summary. For guidance on responding to NOFOs, see our grant proposal writing guide.

Step 5: Use Workspace to prepare your application

Grants.gov Workspace is the platform's collaborative application preparation tool. It allows multiple users within your organization to work on different sections of the application simultaneously. Here's how it works:

Create a Workspace: From the grant opportunity page, click "Apply" to create a new Workspace for your application. This generates a working copy of all required application forms.

Complete forms: Workspace includes standard forms (SF-424 Application for Federal Assistance, budget forms, assurances) and any agency-specific forms required by the particular grant. Fill in each form completely, required fields are marked. Use the "Check for Errors" button frequently to catch issues early.

Upload attachments: Most grants require narrative attachments (project description, budget narrative, etc.) uploaded as PDFs. Follow the NOFO's formatting requirements exactly, font size, margins, page limits. Name files according to the NOFO's instructions or use clear descriptive names if no naming convention is specified.

Collaborate: Add team members to the Workspace by their Grants.gov usernames. Assign different forms to different people. Use the "Lock" feature to prevent conflicting edits.

Review before submission: The AOR should review all forms and attachments before submitting. Use the "Check Application for Errors" feature to validate the complete package. This catches missing required fields, file format issues, and form inconsistencies.

Step 6: Submit and track your application

Submit early. Grants.gov experiences heavy traffic near deadlines, and system slowdowns are common. The system requires time to process your submission, typically 24-48 hours. Grants.gov recommends submitting at least 24-48 hours before the deadline. We recommend 72 hours to allow time for resubmission if errors are detected.

After submission, you'll receive:

• Grants.gov Tracking Number: Your submission receipt carries a GRANT tracking number. Whether you are on time is judged by the Grants.gov receipt timestamp.
• Validation confirmation or rejection: Grants.gov then validates your submission and emails you that it was validated or rejected; contact support if neither email arrives within 2 business days. If rejected, you'll receive an explanation of the error and can resubmit if the deadline hasn't passed.
• Agency Tracking Number: After Grants.gov validation, your application is forwarded to the funding agency, which retrieves it and assigns its own Agency Tracking Number. That can take days or weeks.

Track your application: Log into Grants.gov and go to "Track My Application" to monitor status. Statuses include "Received", "Validated", "Received by Agency", "Agency Tracking Number Assigned" and "Rejected", followed by the eventual award or rejection notification (handled directly by the funding agency, not Grants.gov).

For state-specific programs that may use Grants.gov for federal pass-through funding, see our Ohio small business grants guide and California small business grants guide. Education grants from the Department of Education also use this system extensively. Understanding the tax implications of federal grant awards is also important, CeoCult's tax deduction guide covers what grant recipients need to know about IRS treatment of grant income. For courses that build your federal grant application skills, EduBracket's free course guide includes relevant options.

Common Grants.gov errors and how to avoid them

Tips for Grants.gov power users

Use the Grants.gov API: If you're managing multiple applications, Grants.gov offers public REST endpoints (search2 and fetchOpportunity, no API key) for searching and retrieving opportunity data; application status uses the separate system-to-system (S2S) services. Documentation is at Grants.gov/api.

Subscribe to Grants.gov updates: The system undergoes regular maintenance and feature updates. Subscribe to the Grants.gov blog and email list for advance notice of scheduled downtime, new features, and policy changes.

Use grant management software: Platforms like Instrumentl and GrantStation integrate with Grants.gov to provide better search, deadline tracking, and application management. See our grant writing software comparison for detailed reviews.

Contact the Grants.gov support center: If you encounter technical issues, Grants.gov applicant support is available 24/7 except federal holidays at 1-800-518-4726 or [email protected]. For program-specific questions, contact the program officer listed in the NOFO, not Grants.gov support.

Who needs to use Grants.gov

Bottom line

The most important thing you can do right now is start your SAM.gov registration. It takes weeks and you'll need it for every federal grant application. Once registered, create your Grants.gov account, set up saved searches with email alerts, and start reviewing NOFOs in your area. When you find the right opportunity, use our grant proposal writing guide to craft a competitive application. For help identifying which grants to pursue, start with our small business grants guide or the program-specific guides for nonprofits, startups, or agriculture.