Read the funder’s criteria carefully and highlight key phrases that you need to address in your application. If there is an application form, read the whole form carefully and make some rough notes under each question so that you are clear about the information you’re providing in each section. If you are being asked to write a letter, sketch out key paragraph headings and make rough notes under each summarising the information you will provide here.

Whether you are writing a letter or completing a form, you have limited space to make your case so you need make sure that you cover everything without repeating yourself.

Ask yourself: Are you happy that you understand what the funder wants from you? Check this out with others before you start writing. Once you are happy that you have a clear idea of what you’re going to write you can start work on your first draft.

If you are writing a letter the following may be a useful guide:

Help the funder remember you.

Find the name of the person you are writing to. Don’t use ‘Dear sir/madam’ – find the name and job title of the person to address your letter to.
Give your project a title Think of a name for this activity or project. This should be descriptive and short.

Introduction to your group

This paragraph will tell the funder who you are and shows them that you are a suitable organisation for them to fund. This is likely to be a brief statement about who you are, when you were established, where you are based, where your work takes place, what your aims and objectives are and describes the work that you do. It should also include brief information on your track record and achievements.

Summary of the proposal

In a few clear and concise sentences spell out precisely what you intend to do and how much money you are asking the funder for.

Identification of the need

A description of the need you are aiming to address with this project or activity including any facts and figures.

Description of the activity or project

A more detailed description of the project or activity you are proposing to undertake including timescales, numbers of people involved and anything else that will give the funder a clear picture of that is planned.

Description of how your project will help

Spell out how the proposed activity or project addresses the need identified and provide any evidence you can to back this up. Tell the funder how this work meets their criteria for funding.

A detailed budget

A full break down of the expenditure and income needed to carry out the activity, clearly highlighting what you plan to spend the funding on and identifying any other funders who are contributing to the cost of the project.
You should also consider when preparing your budget, to include the costs of any overheads including a contribution towards supervisory staff time, postage, telephone costs, rent etc.

Any other information the funder requires:

• A copy of your latest accounts
• A copy of your latest annual report
• Details of other funders
• Skills of staff, volunteers, committee members

Once you have prepared a first draft, share it with other members of your organisation and see if they can see anything that needs clarifying or changing. A good tip is to also get someone from outside your organisation — and who it is not familiar with your project — to read it and then ask them questions about it. Did they understand? Was it clear? Were they convinced that you should get the money? What was missing?

Once you are happy with your application, double check again what you need to send with it and keep a copy. Make a note of when the funder next meets to make decisions so that you can track when you should hear back from them about your application.