Common Grant Application Mistakes

The most common and avoidable mistake is applying for a grant for which you or your project are not eligible. Before investing significant time in an application:

• Read all eligibility criteria carefully — Not just the headline summary. Eligibility conditions are often buried in annexes or detailed guidance documents.
• Check organisation type requirements — Some grants are only for limited companies. Others exclude organisations with more than a certain number of employees or above a certain turnover. Do not assume eligibility based on superficial similarity to the eligible category.
• Check geographic restrictions — Many grants are available only in certain regions, combined authority areas, or UKSPF investment zones. Applying from outside the eligible area wastes everyone's time.
• Check for previous grant exclusions — Some programmes exclude organisations that have received a grant from the same funder in recent years, or that have an outstanding audit or monitoring requirement from a previous grant.

If you are unsure about eligibility, contact the funder before applying. A brief eligibility check email can save weeks of wasted effort.

Grant assessors see hundreds of applications. Vague, generic, or unsubstantiated applications stand out negatively. Common evidence-related mistakes include:

• Asserting need without evidence — Saying "there is a clear need for this project" without providing data, research, or beneficiary testimony to back it up. Use local statistics, survey results, published research, or quotes from service users.
• Describing activities rather than outcomes — Listing what you plan to do without explaining what will be different as a result. Funders want to know the change your project will create, not just the tasks you will perform.
• Using a template application — Submitting the same application to multiple funders without tailoring it to the specific funder's priorities. Assessors can recognise generic applications immediately.
• Overstating impact — Claiming unrealistically large or broad impacts that your project budget and scope cannot plausibly deliver. This signals a lack of realism and damages your credibility.

Budget problems are a very common reason for rejection or for conditions being placed on an award. Typical budget mistakes include:

• Lump-sum costs without justification — Entering £10,000 for "project management" without explaining the calculation. Break costs down to unit level (e.g., 0.2 FTE at £50,000 = £10,000).
• Arithmetic errors — Simple addition or percentage errors that suggest the budget has not been carefully reviewed. Always check totals.
• Including ineligible costs — Such as VAT for VAT-registered organisations, costs incurred before the project start date, or items explicitly excluded in the funder's guidance.
• Underestimating costs — A budget that appears too low raises questions about whether the project can actually be delivered. Get quotes for major items and use realistic staff costs.
• Not evidencing match-funding — If match-funding is required, you must show it is either confirmed (e.g., a board resolution or letter from another funder) or clearly identified as pending. Unsubstantiated match-funding claims are a red flag.

Even strong applications can fail due to process errors. Common submission mistakes include:

• Missing the deadline — Online portals close at the second. Submissions one minute after a deadline are rejected. Always aim to submit at least 24 hours early.
• Uploading the wrong documents — Attaching the wrong version of accounts, an outdated constitution, or an unsigned form. Double-check every attachment before submitting.
• Not following format requirements — Exceeding word limits, using a font size smaller than specified, or combining documents that should be separate. Assessors may not read content that exceeds word limits.
• Not keeping a copy of the submission — If there is a dispute about what was submitted, or if you want to build on the application in future, you need a full copy. Screenshot online forms or save PDFs before submitting.
• Forgetting required declarations or signatures — Many applications require a director or trustee to sign a declaration. Identify who needs to sign early in the process, as scheduling their time at the last minute is a common source of delay.