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Getting ready to apply for grant funding

Welcome to the second of our three-part series, looking at making effective grant applications. Our thanks to Lakhbir Bhandal, our Charity Development Manager in Spelthorne, for her work and insights from supporting charities to make applications over the last two years. You can read Part 1: Understanding Types of Funding to learn more about the different types of grants available.

This time we are looking at what you need to prepare before you even put pen to paper (or hands to the keyboard).

Do your homework first

Successful fundraising isn’t about firing off applications and hoping something sticks. It’s about finding the right match between what you need and what funders want to support. Think of it as matchmaking – the better the fit, the better your chances.

Find the right funders

Start with these resources:

• Charity Excellence
• Get Grants and Grants Online
• Your local Voluntary Sector Network (like VSNS)
• Community Foundation for your area
• Your local authority website
• GOV.UK’s Find a Grant

Be realistic about timing: Fundraising takes time. The bigger the ask, the longer the preparation and the longer you’ll wait for a decision. Don’t expect to write an application on Monday and have funding by Friday.

Research each funder thoroughly

Before you write a single word, understand:

• Their mission and values – Does your work align with what they care about?
• Eligibility criteria – Can you actually apply? Don’t waste time if you don’t meet basic requirements.
• What they’ve funded before – Look at their previous grants. Do organisations like yours get funded? For what kind of work?
• Application guidelines – What format do they want? What supporting documents? When are the deadlines?

Gather your evidence

Funders want proof that your project is needed and that you can deliver it. Before applying, collect:

• Data showing the need – Statistics, surveys, reports that demonstrate why your project matters
• Stakeholder support – Feedback from beneficiaries, partners, or local experts
• Accurate costings – Get quotes for everything. Your budget needs to be realistic and well-researched
• Letters of support – Endorsements from credible partners strengthen your case
• Your track record – Examples of past successes and relevant experience

Get your house in order

Funders assess your organisation as well as your project. Before applying, make sure you have:

Financial basics:

• Recent accounts (most funders require these)
• A clear budget that adds up correctly
• Evidence of diverse funding sources (putting all your eggs in one basket is risky)
• Reasonable reserves (too much suggests you don’t need funding; too little suggests instability)

Key policies: Check the full resource for the complete list, but at minimum, have:

• Safeguarding policy (essential if working with children or vulnerable adults)
• Health and safety policy
• Equality, diversity, and inclusion policy
• Data protection policy
• Financial management policy

Having these policies ready shows professionalism and speeds up the due diligence process. Even if a funder doesn’t ask for them up front, you’ll be prepared when they do.

Internal capacity check

Can you actually deliver what you’re proposing? Be honest about:

• Whether your team has the skills and time
• Whether your governance is strong enough
• Whether you have systems to manage the project and report back

The better prepared you are, the stronger your application will be – and the less stressful the process becomes.