Stage 2: The grant application process

We'll invite applicants with a successful expression of interest to submit a full grant application.

The process of moving from an expression of interest to receiving a grant offer includes the steps detailed below. Not all steps will be relevant to each application.

Drawings, surveys and specifications

Depending on the complexity of the proposed work, the next stage would be for the applicant to arrange for the preparation of a specification and schedule of works, together with any drawings that may be required.

We welcome the opportunity to discuss the specifications in draft form. This is to ensure they meet the HSHAZ requirements and the accuracy of the tenders that will be secured against them.

For grants over £20,000 specifications and schedules of work must be prepared by a conservation-accredited architect or a building surveyor. The cost of professional help is grant eligible at the same rate as the rest of the grant.

Further information on the necessary professional conservation accreditation is on the Historic England website.

Quotations for the proposed works

To ensure value for money, the tendering process for the procurement of building works must be in line with Historic England’s Procurement Regulations.

Grants under £10,000

Small professional appointments are unlikely to need to go through a tender process.

However, you will need to show good value for money. You could do this by getting one to 3 written quotations based on an open and transparent process.

Grants between £10,000 and £50,000

Where the total contract value is expected to be between £10,000 and £50,000, you must get at least 3 tenders for the work from contractors with relevant experience of working with historic buildings and monuments.

The tenders must be based on an open and transparent process that clearly states the criteria, where applicable, upon which the contract will be awarded. You should consider quality criteria as well as cost.

Grants above £50,000

You can contact us for more details of requirements for grants over £50,000.

Grant application

When you have received the tenders, you can make your full grant application.

The grant application should include the following as a minimum:

  • a copy of the specification and priced schedule of works
  • where appropriate, a copy of drawings and other information relevant to the proposed works.

What happens next

We'll send you an email confirmation.

We’ll check the grant application, and an offer will usually be made within 4 weeks of receipt of a valid application.

In certain circumstances, we may refer your application to Historic England for a decision. For example, where the value of the grant-eligible works is large or where work of an unconventional nature is proposed. In this case the decision on the grant offer could take a little longer.

The grant offer will contain several conditions that the applicants must take full account of. Once a grant has been offered, you must formally accept the offer within one month. The work must start within 6 months of the offer being made, unless otherwise agreed in writing.

You will need to enter into a contract with Medway Council. This will lay out the commitments of Medway Council and you, the grantee.

The works

Work must not start until the contract has been signed 

Works for which applicants are seeking a grant may not be started before a grant offer is made and the grant contract signed by the applicants and us.

Work started before this will not be eligible for grant money.

There may be exceptional circumstances where some minor advanced work, such as opening up of coverings to expose the condition of the structure, needs be started before the grant offer. In these cases, permission may be granted. But this must be with the written agreement of us.

No grant will be paid against this work unless the main grant-aided works are proceeded with.

No works may proceed before the specification and schedule of works, and any drawings if appropriate, have been approved in writing. Any changes in specification after this approval must also be approved in writing.

We must be formally notified in writing of the date on which it is proposed that works are started.

While the works are in progress, we'll need to visit site to carry out inspections. You should arrange with the contractors that access be made available whenever this is requested.

The grant application process does not relieve the need for any statutory consents, such as planning permission, listed building consent or building regulations. You must get these consents separately and in a timely manner to the grant application.

Grant payment

We may pay the grant as a lump sum payment, or in instalments. But it will always be paid retrospectively.

Applications for payment should be supported by copies of valuations, architects’ certificates and receipted VAT invoices from the contractors.

We will aim to process payments within 3 weeks of receiving the required documentation.

Payments will be made by BACS. You should provide details of bank accounts when these are requested. We'll provide more details of payment with the grant offer letter.

If a grant is offered, it will normally include a condition that should the building be sold or leased on a full repairing lease for 10 years or more within 3 years, we may reclaim the grant.