Hints and tips

General tips on applying for grant funding to individuals, donors, trusts, charities and businesses

Presenting your case when applying for grant funding

It is worth remembering that potential donors often have no detailed knowledge or understanding of how your organisation or charity's service translates into changing people's lives for the better. Most names and titles need further explanation unless they are very well known or self-explanatory like "Help the Aged" or "Guide Dogs for the Blind".

Funders may be looking for reasons to reject your application since the person receiving your appeal or application has many applications to go through and you are directly in competition for funds. These notes give advice on applying for grants, rather than sponsorship, that is, when you have a definite, saleable benefit to offer the potential funder who is likely to be interested for commercial reasons rather than the "feel good" factor.

Often the mistake is made in asking for contributions for features or particular aspects of what you are doing e.g. to provide swings for a playground, or equipment for the village hall. It is much more important to translate these into benefits for your group. Donors will be more motivated to support you if they are given a clear description of what a difference their money will make. Translating features into real tangible benefits is a vital part of presenting your case, for example, providing facilities in the village to prevent the danger of children playing in the street.

The 10 point plan

The key ingredients of an application (whether on a standard form or not) can be summarised in 10 points. It is important to be brief. We suggest no more than two sides of A4 paper similar to this document in layout. Bullet points with clear headlines help. Type in a reasonably large typeface (minimum 11 point this is 12 point, preferably Times font rather than Universe or Arial) with clear space around to make it easy to read.

1. Who are you? What are you there to do?

Often it is important to specify the type of organisation making the request, since in many cases only certain groups are eligible to apply. For example, most charitable trusts can only legally support registered charities. Therefore, if you are a charity, always ensure that this is noted in your application and on your notepaper quote the registration number.

2. What are the specific objectives of this appeal or application? (What do you need, what are you asking for exactly?)

Remember that sometimes it may be more appropriate and helpful in meeting your objectives to ask for items other than money. For example, if you are repairing or constructing a building, you may approach companies that could offer materials or expertise 'in kind' donations. Do you need publicity for an event or meeting? Ask if your leaflet could be included in their mail. This saves you postage, and does not cost the company (apart from the extra work to add something into the envelope). You reach a wider audience but make sure that the target audience is suitable!

3. Why is this appeal or project important and urgent?

It is not just desirable it is really essential!

4. What would happen if the project or appeal failed?

Describe in detail, paint a picture of the consequences, eg juvenile crime may continue to rise; the increasing number of elderly will have nowhere to meet.

5. How much money is needed?

This is where you need to draw up a budget, listing the components, mentioning if these are based on quotations. Be specific, and where appropriate you should include overheads and professional fees.

6. Over what period of time are you attempting to raise the money?

Given a timetable, people will sense the urgency of the appeal more, for example; floodlighting for the football field is needed before the dark evenings start. Alternatively, if you have started planning the appeal or project in plenty of time this can also be beneficial since you may be invited to re-apply when you are nearer the target. You may find that the initial response is that funds have been exhausted for the current financial year, but then you will know when the best time is to make another application. Keep trying, if at first you don't succeed.

7. Who else is contributing or supporting the project/appeal/organisation?

People like to feel they are contributing to something that someone else they respect also thinks is worthwhile. State the appeal target and amount raised so far. If appropriate mention specific large grants or sources of funds promised. For example, we have already received a grant from the Parish Council or note local fundraising events. Don¿t forget the contribution made by volunteers.

8. Relate to donors

Translate their potential gift into a service, or aspect of what will be provided ¿ even case studies. The budget 'shopping list' can be useful to show what benefit a grant of a specific amount will mean. For example, an access ramp for disabled people for the village hall costing £x would ensure every villager could attend.

9. Be concise, to the point, use positive language

Enthusiasm comes through. Show this is important and you believe in it.

10. Use benefit statements to motivate and give your reasons donor to give

Don't forget to ask, preferably for a specific amount and always ensure you say "Thank you".  Think about how you might make the thank you mean more (so they might give again!)

Good luck, remember that the first rule of raising funds is that unless you ask you will not get.