How to write a grant application

Writing your grant application

You're likely to be completing an application form online, but sometimes you may come across a funder that would prefer you to write a letter.

Either way, our guidance on what to consider before you start your application will be useful. It ensures you do not miss any key information when putting together your proposal.

Online application forms

Ensure that you read any guidance notes provided, keep them handy and keep referring to them as you write the application.

Contact the funder if you're unsure how to answer any question on the application form.

Written letters

Take into account any rules and guidelines that are set by the funder. For example, do not use more than 2 sides of A4 and use only a 12-point font.

However, where few or no rules are stated:

  • use a small but readable font
  • use narrow margins
  • consider using bullet points rather than sentences
  • use larger paragraphs
  • do not include pictures, unless they help you to explain something.

When writing your application

When writing your application, there are certain things that you should and should not do.

Do

You should:

  • give yourself enough time to apply if there is an application deadline, you may have to compile a number of drafts before the document is fit for submission
  • collate and check any supporting documents the funder may need you to send in with the application form or letter
  • focus on the project you want a grant for
  • draft your answers in a Word document or on paper, do not use the online form for this
  • give exact details in your answers, remember the who, what, where, when, why, how, outputs, outcomes, impacts and budget
  • give evidence of the needs you wish to address
  • cost the project out properly and to the nearest pound
  • watch out for word or character counts in application forms, use as much of the allowance as possible but do not go over the allowance
  • pay attention to spelling, grammar and punctuation.

You should also:

  • use plain language
  • include feedback or a case study if you're applying for a project that is already in place
  • include videos or photographs if you're permitted or asked to
  • talk to the funder if you need help
  • give the application form or letter to someone else to read, if they do not understand it then the funder may not understand it either
  • fully brief your referees as the funder may require a telephone conversation with them
  • brief beneficiaries and core personnel so that you have their support for the application
  • ensure you can and will abide by any terms and conditions associated with a grant award
  • be aware of how long it will take them to respond, as this could affect the dates and timelines you have included in the application
  • know when you could possibly re-apply to them if the application is rejected.

Do not

You should not:

  • provide information that is not requested, such as the background or history of your organisation
  • plead, beg, exaggerate or try to morally blackmail
  • waffle when answering each question
  • duplicate information
  • assume the funder has an understanding about your project or organisation
  • use acronyms, buzzwords, slang or jargon.

If your grant application is unsuccessful

There are many reasons why funders turn down applications and these are not necessarily because of the quality of your finished proposal. It could be because:

  • they do not have enough money available at the time you applied
  • they do not like the project, even though it seems to meet their criteria
  • they are aware of, or are funding, something similar in your area 
  • you have not answered the questions properly
  • you have not made it clear what you want a grant for
  • you have more of their grant going towards core costs than towards beneficiary-related costs
  • you do not have a track record of managing a grant award of the size requested
  • they consider you have enough in your reserves to pay for the project
  • beneficiary involvement in the design, delivery and evaluation of your project was missing
  • you did not evidence the need for the project
  • outputs, outcomes and impacts weren’t evidenced strongly enough.

If your grant application is unsuccessful, this does not mean that you cannot apply for future grants.