How to Write a Grant Application: The 10 Essentials
A strong grant application is not just well-written — it is well-prepared. After 20 years of trust fundraising, Beth Upton has distilled the process into ten essentials: from a clear and specific statement of need to a realistic budget, a compelling case for support, and the kind of professional follow-up that builds long-term funder relationships. Here is what each one involves.
1 Be clear about need
I cannot stress this enough, especially when competition levels are high. It’s not about ‘want’, increasing income or targets year-on-year, or plugging budget gaps. It IS about fulfilling needs that impact on beneficiaries and society. Even if the need is one step removed (e.g. training someone who could find the cure for cancer turns a scholarship from ‘want’ to ‘need’).
2 Confirm you can deliver the project
If not, what needs to be in place? Can you get it? If necessary, review and redesign how you will address that need. Ultimately, if not, why are you seeking funding for it.
3 Get staff and senior management on board
Front-line staff buy-in and understanding are essential for success. Many funders require highest level sign-off. Avoid surprising your CEO with last minute approval requests.
4 Make sure your budget is realistic
Have you included all your directly related costs? Have you checked that the individual line items are sensible and affordable? Was it approved by your Finance team? Do you already have some funding? Have you considered the impact of inflation?
5 Know your competitive landscape
Where is your service in the spectrum across your locality, region, and nation? Be realistic and prove it. Don’t try to pull the wool over your potential funders’ eyes – they probably have a better idea of what services are being delivered at what quality than any of us do.
6 Do your research on funders
Use any resources to which you have access to avoid scattergun approaches. Find and meet funder guidelines. Call them to ask appropriate questions for clarification. Do NOT ask for funding over the telephone. Do your trustees know their trustees? Network.
7 Plan your argument and case for support
Present your case clearly, logically – you are telling a very important story. Lead your audience in, stir their emotions, and convince them. Ensure a strong underlying business case and pull a few heartstrings too. Tailor it to each funder whether a one off application or you are working from a master case.
8 Grammar and spelling: they matter more than you think
If it is written well, you see the message. If it is written poorly, you see the mistakes. Spell-check, and if possible, get someone else to sense-check, proofread and copy-edit your application before it is sent.
9 Follow the guidelines exactly
The guidelines are often the first test: If you follow them, you’ll probably follow their terms & conditions. Meet specific word counts or deadlines.
10 Acceptance, rejection and stewardship
Say thank you sincerely and in a timely manner. Deliver on your promises or requests. Keep in touch with your funder about your progress and your project’s problems. Key to developing a long-term relationship with a funder is keeping track of activities and submitting reports on time. Learn to handle rejection that WILL come your way. Seek feedback, then move to the next application. Above all else, maintain good records.
Whilst trust funding isn’t rocket science, its devil is in the detail. Over time, you’ll find your own writing style. Write often. Write about what you love and hate. Bring that to your fundraising practice. I wish you luck, synonyms, and great projects.
Want stronger grant applications?
If your trust success rate is lower than it should be — or you want an experienced eye on your applications before they go out — we can help.