Strengthening your project

12. Applying For Funding

Once you have developed your project and identified which funders to apply to, you are ready to write and submit funding applications.

Key points to follow

When you are writing funding applications:

• Read the application form and guidance and questions carefully! Many funders have specific expectations regarding the way in which information is provided and what you cover. Most will expect that you complete their specific application form rather than attaching generic documents.
• Make sure that your organisation and project is eligible for the funding that you are applying for.
• Check what accompanying documents are required and gather them all into one electronic folder in good time. Check dates and signatures are all in place and correct (signed accounts for example).
• Aim to complete and send the application form well within the deadline, allowing for last minute information or internet issues.
• Make sure your project is eligible and focus the application on the grant requirements by clearly showing how your project fits the grant priorities that are laid out. This doesn’t mean changing the project to suit the funding, as that will skew what you deliver away from your original aims. However, you can make sure you highlight the elements of your project which might be of particular interest to the funder.
• Research what the funders want to focus on - some are looking for key words/projects – try to incorporate this into your applications.
• Make contact with a grants officer in the funding organisation if appropriate, giving you the opportunity to chat through the project and check any details about the application. Try to get them to visit your project and build personal relationships.
• Present your information clearly and succinctly in the application form. Focus your answers specifically on the questions asked and provide clear concise information – bullet points and short sentences. Your aim is to explain as much as you can about your project by carefully answering the questions so that the funder receives the exact information required in the order they expect.
• Draft out your answers first to help you work out which information is best presented under each question, trying not to repeat yourself.
• Keep a copy in a word document if it is an online form.
• Stick within the word counts provided. They will give you an indication of how much information the funder is expecting in your answer.
• Prepare a clear spreadsheet for your costs and budget lines, with an explanation of how you came to each figure and the total. Gather as much detail as you can for each cost line, with and quotes and internet research. All this information may not be included in the application, but it will be invaluable if the funder comes back with questions, or later for claiming your grant. Keep a note of any calculations you make to complete the application form lines accurately.
• Work out how your project will be sustainable in the medium to long term. Explain to funders what your plans are and highlight how they can help.
• Ask someone who doesn’t know the project or organisation well to read your application to check it explains everything clearly and they understand what you are asking for.
• You are likely to need to attach evidence for your estimated project costs e.g. three quotes or price comparisons at application stage. (NB – when you claim you are also likely to be required to provide evidence of the actual purchase costs using the invoices you pay out against, see below).
• Keep evidence of when you sent the application to the funder and ask for an acknowledgement.
• Keep a note of when you can expect a response.

When you are successful

You will need to keep the funders up to date with how your project is going. Click the link below for some points to help this go smoothly.

When you are successful

Keeping funders up to date with the project:

• Keep a spreadsheet to record which grants you have secured, read all terms and conditions carefully and note all the requirements of the funder. These may be split into claims, publicity and legal. Having a document which you can refer to quickly to see what is required when will be helpful as you start to deliver the project and claim the funding.
• Some funders will pay against invoices (before you have paid them), whereas most will need to see evidence that you have paid the invoice (e.g. a receipt or bank statement). You are likely to be required to provide evidence of the actual quotes received when you purchase goods and the invoices you pay out against as part of your procurement evidence. Check the requirements carefully and make sure you have the correct documents to include with your claim.
• The time that a funder will take to pay out against a claim can vary from a week to a month or more. This could be crucial to your cashflow, which you will need to monitor carefully. Set up a spreadsheet to monitor your expected project spend against expected grant money into your account and identify any areas where you may require a loan to cover cashflow, or make arrangements to mitigate the issue.
• Keep your funder informed of project progress on a regular basis. Some will request monthly or quarterly update reports or meetings. Others will require a project completion report. Be honest if project delivery progress isn’t as planned – it rarely is. Expect changes and keep your funder informed.
• Be aware of the timescales for claiming all funding and update your funder if you are likely to need more time to claim in full. Some funders will have absolute deadlines for claiming funding which must be adhered to. Be sure to know these and work to them.
• You will need to set up monitoring systems for required outcomes of the grants once the project is delivered.
• Make sure you know the document retention requirements for the grant (including format eg digital or original) 

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