Start With a Plan
Before you start, let's take a moment to step back and consider the following things...
Does your project fit the funder’s goals?
Look at what they care about — social inclusion, heritage, skills, specific audiences. Does your work align?
Are you eligible?
Check the size of grants they offer, whether they fund your type of organisation, and if your location is covered.
Do the numbers work?
Is your budget within their limits? Do they ask for match funding?
Is the timing right?
Make sure your project fits their deadlines — both for applying and delivering.
Have they funded similar work before?
Look at past awards. What kind of impact did those projects have? How does yours compare?
Don’t waste your time — or theirs
If your project doesn’t match the funder's criteria, it’s okay to walk away and look elsewhere. The best applications come from a clear fit between your goals and theirs. When that happens, your story won’t just stand out — it’ll resonate. Before you begin — get everyone on the same page. A strong application starts with strong communication.
Keep Your Team Informed
Make sure the relevant people in your organisation — especially your committee — know you’re applying. They might already have a funding strategy in place, and your application will need to align with it.
Check the Timing
Committee meetings and funder deadlines don’t always line up. Plan ahead so you’re not caught out by scheduling conflicts.
Talk to Your Partners
If other organisations are involved in your project, let them know you’re applying. They might want to be mentioned in the application or provide letters of support. If they’d rather not be included, that’s okay too — just make sure everyone’s on the same page.
Get Your Documents Ready
You’ll need things like your constitution, Trust Deed, or governance documents, plus your accounts. Funders want to understand how your organisation works — so have everything to hand.
How Funders Ask for Applications
Not all funders use the same format — here’s what to expect:
A paper form sent by post (rare these days)
A Word or PDF form emailed or downloaded from a website
An online portal you’ll need to log into
A letter of application with no formal template
Completing the Form: Tell a Story That Sticks
Think of your application as a journey — one that takes the funder from understanding your idea to believing in it. Here's some tips to achieving this...
Read the Whole Form First
This helps you understand the structure and flow, so your answers feel connected and coherent.
Answer Fully and Clearly
If a question has multiple parts, respond to each one. Keep your answers in the right sections and avoid repeating yourself.
Stick to Word Limits
Bullet points are great for clarity — but check if the format allows them. Some online systems don’t.
Don't Leave Blanks
If a question doesn’t apply, explain why. Avoid writing “n/a” — it doesn’t tell the funder anything useful.
Be Specific
Instead of saying “We’ll run sports activities,” say:
“We’ll run 3 weekly hockey sessions and 2 weekly football sessions for 10–15 year olds over six months. Each session lasts two hours and will be attended by 10 children.”
Use Tables Where you Can
They’re easy to read and help you stay within word limits.
Budgets: Show You’ve Thought It Through
Funders want to know their money will be well spent — and that you’ve planned for every penny. So here's how to make sure you show that...
Most Funders Don't Cover Core Costs
They prefer funding specific projects, not general running costs.
Include Overheads Where Relevant
If your project uses shared resources (like rent or electricity), include a fair share of those costs. This is called full cost recovery.
Show Added Value
If their grant unlocks extra benefits — like new partnerships or community impact — highlight that.
Be Accurate
Get quotes for everything you’ll need. Funders know what things cost, and vague budgets can raise red flags.
What Happens After the Funding Ends?
Even if they don't ask, show you've thought about the future.
Include An Exit Strategy
Explain how the project will continue, evolve, or wrap up sustainably. This shows you’re serious — and that their investment will have lasting impact.
Project Management: Prove Your Deliver
Funders want confidence that your project will run smoothly. Let's ensure that yours does.
Explain Your Delivery Plan
Who’s doing what? What experience do they have?
Include Staffing Details
Share qualifications, roles, and responsibilities. Make it clear who’s leading and who’s supporting.
Involve Your Community
If service users are part of steering groups or co-delivery, mention it. Funders love to see community involvement.
Use Visuals
Tables and flowcharts help show how your team and project fit together.
Final Checks: Don’t Let the Small Stuff Trip You Up
Before you submit, take time to review everything. Consider these points...
Get a Fresh Perspective
Ask someone unfamiliar with the project to read your application. They’ll spot things you might miss.
Include all Requested Documents
Funders might ask for your Annual Report, accounts, or cash flow forecasts. Use their checklist if they provide one.
Don't Send Originals
If posting hard copies, keep your own versions. Funders may not return them.
Submission Checklist
Before you hit send, make sure:
All sections are complete
Permissions and approvals are in place
The form is signed and dated
Letters of support are included
All enclosures are referenced
You’ve kept a copy for yourself and key team members
If emailing, ask for a delivery receipt — and always submit before the deadline.
Need Help? That's Why We're Here!
The Well Doncaster Community Wealth Builder team is here to support you every step of the way.
Check out training that could help you with your application
Contact us to talk through your next application
