Should you tell funders you used AI in preparing your proposal? The answer depends on three factors: whether the funder asks, whether disclosing helps your case, and whether your use was responsible.
Let's be clear: there's currently no legal obligation to disclose AI use to most funders (unless they specifically ask). But that doesn't mean silence is smart. Disclosure, when done well, signals integrity and operational sophistication. Not disclosing when you could have carries reputational risk if discovered.
Disclosure strategy depends on context. But the underlying principle is consistent: if you used AI responsibly, you should be able to explain your approach confidently, whether you disclose proactively or answer honestly if asked.
Action: Disclose fully and honestly.
Some funders now ask directly: "Was AI used in preparing this proposal?" If they ask, answer truthfully. Dishonesty is far more damaging than honest disclosure. Explain what you used it for (research, outline, editing), describe your verification process, and emphasize how it enhanced rather than replaced human expertise.
Action: Disclose proactively.
If a funder's RFP emphasizes authenticity, accuracy, or equity in ways that signal they're thinking about AI, proactively disclosing responsible use can be an advantage. It shows you're aligned with their values. This is particularly true for equity-focused funders or government agencies that are developing AI policies.
Action: Optional disclosure.
If you used AI only for research, grammar editing, or administrative tasks (creating formatting templates), you may not need to disclose. This is genuinely tool-mediated writing assistance, similar to using spell-check or a thesaurus. The human voice and judgment are clearly yours.
Action: Plan to disclose.
If AI generated significant content—even if you heavily edited and refined it—be prepared to disclose if asked. Have your explanation ready. In personal relationships with funders, you might disclose informally ("We used some AI tools to help develop the outline, but the substance is all us"). In formal applications, follow the structure in the next section.
Action: Err toward disclosure.
If you're unsure whether disclosure is required or appropriate, the safer move is to disclose. Most funders appreciate transparency more than they penalize disclosure of responsible AI use.
Never lie to a funder about AI use. If they ask directly, you must answer truthfully. If you lie and are discovered, the consequences are far worse than honest disclosure would have been. Your reputation and your organization's relationship with the funder are damaged permanently.
If you want to disclose in your main proposal, add a brief sentence where contextually appropriate. This works well if your AI use directly supports a specific claim or section.
Example: "To understand current trends in mentoring research, we used large language model tools to synthesize recent publications, which we then reviewed and verified independently."
Some proposals have a "Methods" or "Approach" section where you describe how you developed the proposal. This is an ideal place to briefly mention responsible AI use.
Example: "This proposal was developed by our team using a combination of our program knowledge, community input, and strategic use of AI tools for research synthesis and editing. All claims have been verified against primary sources."
If the funder accepts a cover letter, you can mention AI use briefly there. This is less formal and works well for proactive disclosure in situations where you're building a relationship.
Example: "In preparing this proposal, we leveraged AI tools responsibly to enhance our research and writing process while maintaining rigorous verification of all claims. Our team's voice and program judgment drive all substantive content."
Some funders ask process questions like "Describe how you developed this proposal" or "What research informed your approach?" This is a perfect place to mention responsible AI use.
Example: "Our team developed this proposal by drawing on three years of program experience, six months of community engagement, and strategic use of AI research tools to synthesize relevant studies. We verified all claims against primary sources."
Based on your actual AI use, draft a 1-2 sentence disclosure statement you could use with funders. Include:
Avoid these mistakes when disclosing AI use:
Frame disclosure strategically. Rather than positioning AI use as a limitation, position responsible AI use as:
Responsible AI use can be a competitive advantage, not a liability. Disclose it that way.
If a funder asks directly and you used AI but didn't disclose it, answer honestly immediately:
Example: "Yes, we used some AI tools for research and editing support. We verified all factual claims and our team drove all substantive decisions. Here's our verification process..."
Honesty now is far better than evasion. Most funders will respect the honest answer. What they won't respect is dishonesty discovered later.
Disclosure strategy varies by context. But the underlying principle is consistent: if you used AI responsibly, you can and should explain your approach confidently. Transparency, verification, and human oversight are the foundation of any disclosure conversation.
The final lesson brings this all together: developing your personal AI ethics commitment. This is where you crystallize your values and commit to a practice aligned with your principles.
In the final lesson, you'll create your Personal AI Ethics Commitment Statement—a document that crystallizes your values and practice.
Continue to Lesson 4.7