Grant Writing

• Read all the forms and, particularly, read all the guidance documents
• Check that the project you want to do is eligible for funding under the grant
• Check that your organisation is eligible for funding under the grant
• Ask yourself if you have the skills and capacity to start, execute and complete your proposed project within the timeframes of the grant
• Ask yourself if you will be able to complete the project with the funds available through the grant
• Plan it all out on the back of envelope or bit of scrap paper

Funders need to know enough about your organisation to be able to establish credibility and ensure that you are eligible for funding and qualified to deliver the program or project. Collect and store information that is unlikely to change often, such as your organisation’s name, ABN or TFN, incorporation details, banking details and insurance certificates so that these are readily available when funding rounds open. Be ready to describe the qualifications and experience that you, your organisation or your staff have that is relevant to your planned project. A simplified format you can customise to the specific requirements of different funders would cover:

• Who we are;
• What we want to achieve;
• What we have already achieved;
• What we need support for;
• Why this is important.

You will need to demonstrate that you have a clearly defined, creative, achievable and measurable strategy to address the problem you have identified. Be as specific as possible.

• Project Description. Provide a short, sharp outline of the project at a glance, so the funder can get the picture quickly.
• Objectives. Describe as precisely as possible exactly what you want to achieve and how you will achieve it. 
• Methodology. Provide a detailed description of the specific activities you will do. This is an opportunity to bring in some creative ideas. 
• Match up. Demonstrate that your project objectives align with relevant national, state, regional or local strategies or plans  (e.g. referring to the priorities identified in the Regional NRM Plan). Demonstrate how your project will help the funder to achieve their objective as well. 
• Stakeholder Management. Demonstrate that you have thought about the relevant stakeholders and how they will be involved.
• Communication. Describe how will you publicise your project and communicate the outcomes to different groups.
• Monitoring and Evaluation. Describe how you will measure if you project has been successful. 

The budget is about more than just figures.  It is a chance to demonstrate that the funder will receive value for money out of their partnership with you. Demonstrate that you are willing to support their investment with whatever resources you can.

• ‘In-kind’ contributions. Think about what you can offer to supplement the investment by the funder.  An in-kind contribution might include volunteer labour, administrative support, rent-free accommodation or free/discounted use of materials, or equipment.
• Take the time to make very sure that your numbers add up correctly.
• Demonstrate sustainability.  Describe how the outcomes of the project will be sustained beyond the end of the funding you are applying for.
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Your budget should include:

• What it will cost to deliver the project;
• How much you or your other partners can contribute (financially or in-kind).
• GST, where applicable. 

Good quality reporting, submitted on time, clearly communicating your achievements will help to build a good reputation. Keep the following in mind when planning and executing your project:

• Generally funds must only be used for the approved project. Keep detailed financial records so that you can show how funds were spent.
• Reporting is usually required at the end of the project. In some cases, funders may require progress reports at specified times throughout the project. Ensure you are aware and stick to the reporting schedule.
• Complete the project within the defined time frame. If you think you will need more time, contact the funder well before the end date and request an extension.
• Ensure that you acknowledge the funder in all published material, displays or presentations related to the project.

Get ahead of the game by making sure you always pay attention to the details. 

• Read the guidelines. The most important part of any application for funding is to follow the guidelines to the letter. Ensure that you meet the criteria for the grant. Funders receive many incomplete or ineligible applications and making sure that you have followed all the guidelines will send your application to the top of the pile.
• Follow the application format that the funder requests. Stay within the word limit and make sure to complete and attach all additional information requested. This makes it easier for the funder to assess your application.
• Write in clear, simple English.
• Include a definition for all acronyms or terms that may not be generally understood.
• Be specific
• Proofread. Carefully read everything you have written. Read it aloud. Read it a day after writing. Give it to someone else to read for you. Typos make a bad impression and undermine your credibility.
• Seek out feedback from someone you trust on the content of your application.
• Have an eagle-eyed friend or colleague check that everything tallies in your budget.
• Get it in on time. Aim to submit before the deadline if you can. 
• Include photographs, infographics and examples wherever you can.
• Have a few referees who you have asked for permission, complete with name, title, contact details and email, ready to upload.
• Ask for feedback if your grant is rejected. This is a powerful learning opportunity that can help you to write better grants in the future. 

Useful grant directories include:

• NACC NRM Events Page
• Regional Development Australia Midwest Gascoyne and Wheatbelt Grant Guru
• Government of Western Australia, Department of Local Government and Communities Grants Directory
• Business.gov.au Grant Finder
• Parliamentary Library, Community Grants: A Quick Guide to Key Internet Links
• The Our Community Funding Centre (requires paid subscription)

If you are an organisation who provides grants, SmartyGrants offers grant management software to assist grant makers.