What documents do grant funders ask for?

Funders differ in wording but not much in substance. Almost every application asks the same underlying questions, so the organisations that apply successfully are usually the ones with a current document pack ready to attach rather than a scramble each time a deadline appears.

The core application content

• Project description — what you propose to do, over what period, and who benefits. Specific activities and timescales, no jargon.
• Statement of need — evidence that the problem is real: local data, consultation findings, research, beneficiary testimony. Show why now.
• Project plan and milestones — a realistic timeline with deliverables.
• Budget — a detailed cost breakdown separating eligible from ineligible costs, and showing every income source including confirmed and anticipated match.
• Outcomes and impact — the change for beneficiaries, not merely the activities delivered. Funders increasingly assess this above everything else.

The supporting pack

Financially, expect to supply your most recent audited or independently examined accounts for one to three years, current-year management accounts, a cash flow forecast where there is significant upfront spend, and sometimes recent bank statements. A new organisation without accounts can often substitute projections and evidence of pre-trading activity, but should say plainly what stage it is at.

On governance, public funders want your constitution, trust deed or articles of association, your charity or company registration number, a current trustee or director list, and relevant policies — safeguarding, equal opportunities, data protection and health and safety are the usual four. Insurance certificates for public and employers' liability are commonly requested.

Finally, describe your monitoring and evaluation: how you will collect data on outputs, measure outcomes, report at agreed intervals, and share what you learn. For small grants this is usually a final report and financial statement. Larger awards may require a formal evaluation, a theory of change, or an agreed outcomes framework. Be honest about your capacity — over-promising on evaluation and then failing to deliver damages the relationship far more than a modest plan properly executed.

You do not need a professional grant writer for most applications, particularly smaller ones. If you do use one, agree the fee scope in writing before any work starts.