Grant Application Preparation Checklist

Grant funders turn down far more applications than they accept, and a large share of the rejections have nothing to do with the merit of the project. They are late, incomplete, outside the eligibility rules, or answer a different question from the one that was asked. Almost all of that is avoidable with preparation. The slowest parts — accounts, policies, supporting letters from other people — are also the ones you can start collecting now. Use this checklist before you begin writing.

Check eligibility before you write a word

Read the guidance twice and check every eligibility criterion honestly before investing days in an application. Funders reject applications that fall outside their rules without reading the case, however good it is. Pay particular attention to what they will not fund: costs already incurred, work already started, general running costs, and activities outside their geographic area or beneficiary group are common exclusions.

  • Four weeks out: confirm eligibility, request supporting letters, and gather accounts, policies and constitutional documents.
  • Two weeks out: build the budget with realistic figures and quotes, and write the project plan with outputs you can actually measure.
  • Final week: answer the questions asked, in the funder's own language, and have someone outside the project read it cold.

Missing documents are the most preventable cause of failure. Many funders will not chase you for an omitted policy or an out-of-date set of accounts — they simply mark the application incomplete. Supporting letters are the item most often left to the last minute and the item most dependent on someone else's diary.

Match your project to the funder's priorities rather than describing what you want to do and hoping it fits. Applications that quote the funder's stated aims and show how the project delivers them consistently outperform better projects described in the applicant's own terms.

Eligibility checks

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Documents to prepare

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Application content

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Frequently asked questions

How far in advance should I start?
Allow at least a month for a substantial application, and longer if you need audited accounts, a new policy, or letters from partner organisations. The writing itself rarely takes more than a couple of days; everything that depends on other people takes weeks. If you are likely to apply to several funders, build a core set of documents — project plan, budget, outcomes, organisational background — that you can adapt, so the second and third applications cost a fraction of the first.
What should I do if my application is rejected?
Ask for feedback. Most funders will explain briefly why an application did not succeed, and the answer is often that the round was oversubscribed rather than that the project was weak. Note the reasons, revise, and consider whether a different funder is a better fit. Many programmes run repeatedly, so a reworked application can succeed next time. Keep a simple record of who you applied to, when, and what they said, so you do not repeat the same mismatch.
Can I apply to several funders for the same project?
Yes, and for larger projects you often must, since few funders cover an entire cost. Be transparent: disclose all other applications and awards on every form. Funders share information, and undeclared duplicate funding for the same costs leads to money being clawed back. Some schemes require match funding from another source, so multiple applications can strengthen rather than weaken your case — but explain clearly which costs each funder is being asked to cover.
What happens after we receive an award?
The award letter sets conditions, and they bind you. Expect requirements to spend the money on the agreed items, report on progress and outcomes, acknowledge the funder publicly, and return anything unspent. Keep receipts and a simple record of spend against the agreed budget from day one, because reconstructing it at reporting time is painful. If the project needs to change, ask the funder before you deviate — most are flexible when asked in advance and far less so afterwards.

Related guides

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Disclaimer

This information is for general guidance only and does not constitute legal, financial, or professional advice. Always check official sources and seek qualified help where needed.