Grant Application Checklist

Before you begin drafting your application, complete these checks:

• Read the full programme guidance — Every word. Note eligibility criteria, ineligible costs, state aid implications, and assessment criteria.
• Confirm your organisation is eligible — Check legal form, trading history, location, sector, and size requirements. If in doubt, contact the funder before applying.
• Confirm the project is eligible — Check that the activity you plan to fund falls within the programme's scope and that all costs you plan to include are eligible under the funder's rules.
• Check you have enough time — Assess the application deadline against the time needed to prepare and gather documents. If the deadline is too close, it may be better to wait for the next round than to submit a rushed application.
• Attend any briefing events — Many funders run webinars or briefing events for prospective applicants. Attending provides valuable insight into what the funder is looking for and who else is applying.
• Register on the application portal — Some portals have approval delays. Register early to avoid a last-minute technical block.

Gather these documents before you begin your application narrative:

• Most recent annual accounts (and previous year if requested)
• Current year management accounts or financial projections
• Bank statements (typically last 3 months)
• Governing document (constitution, articles of association, trust deed)
• List of directors, trustees, or partners
• Charity or company registration certificate if applicable
• Evidence of match-funding (letters of intent, bank statements confirming available funds)
• Relevant policies (safeguarding, equal opportunities, data protection, health and safety)
• Insurance certificates
• Quotes for any capital items or services you plan to purchase (many funders require two or three quotes)
• Evidence of need (data, research, beneficiary statements, letters of support)
• CVs or experience summaries for key project personnel

A credible, detailed budget is essential. Follow these steps:

• List all project costs — Include staff time (at actual salary rates including on-costs), materials, equipment, travel, overheads (if eligible), evaluation, and any other direct costs.
• Identify eligible vs ineligible costs — Mark costs that the funder will not cover (such as VAT if you are VAT-registered, or costs incurred before the project start date).
• Include match-funding — Show all confirmed and unconfirmed match-funding separately. Be clear about which sources are secured and which are pending.
• Justify each cost line — Most application forms ask you to explain how each cost has been calculated. Use clear unit costs (e.g., 0.5 FTE at £35,000 = £17,500) rather than lump sums.
• Check for procurement requirements — Some funders require competitive tendering for purchases above a certain threshold (often £10,000 or £25,000). If so, show that you have or will obtain quotes.
• Get the budget reviewed — Have a colleague or your finance lead check figures for arithmetic errors and consistency before submitting.

The application narrative is where many applications succeed or fail. Follow these principles:

• Answer the question asked — Read each question carefully and answer it directly. Assessment panels mark against specific criteria, so make sure your answer addresses what is asked.
• Be specific and evidence-based — Avoid vague claims such as "we are well-placed to deliver." Instead, cite specific experience, achievements, data, or qualifications that demonstrate capability.
• Be realistic — Over-ambitious projects with unrealistic timelines or impacts raise red flags. Show you understand the challenges and have plans to address them.
• Write clearly and simply — Assessors review many applications. Use plain English, short paragraphs, and subheadings where the format allows. Avoid unexplained acronyms and jargon.
• Peer review before submitting — Ask someone unfamiliar with your project to read the application and tell you what is unclear or unconvincing.
• Submit early — Portal systems can be slow or experience technical issues at deadline. Aim to submit at least 24 hours early. Keep a full copy of everything you submit.