5 Tips to set you up for success in grant applications.

By failing to prepare, you're preparing to fail is a quote is from Benjamin Franklin and when it comes to grant writing it can't be more true, preparation is everything. Many organisations rush to apply for available grants, trying to fit their projects into whatever opportunity arises. But this reactive approach often leads to missed chances or poorly aligned applications. Instead, the most successful grant applications are the result of thoughtful, strategic planning that happens well before the grant becomes available.

When I quote for grant writing jobs, it often entails so much more than just writing a grant. More often than not I assist organisations with the development of a project plan, a detailed budget, identifying partners/supporters, and more. Let me know if you like help with your grant.

In this blog, we’ll discuss why early project preparation is essential with 5 Tips to set you up for success.

Why Early Preparation Matters

Most grant application windows are short, often leaving you with only a few weeks to gather materials, secure quotes, and submit your proposal. If you start from scratch during this time, you risk submitting an incomplete or weak application that doesn’t reflect the true potential of your project. Preparing your project well in advance ensures you have all the necessary information at hand, giving you the best chance for success.

Steps to Take Before the Grant Opens

1. Gather Quotes and Develop a Detailed Budget

One of the most critical parts of any grant application is the budget. Funders want to see that you’ve carefully considered the financial requirements of your project and that your estimates are based on solid research, not guesswork.

How to Prepare:

• Get Quotes: Start collecting quotes for all major expenses, whether it’s contractors, equipment, or materials.

• Plan for Contingencies: Include a buffer for unexpected costs in your budget. Funders appreciate well-thought-out budgets that account for potential risks.

• Be Specific: A detailed and accurate budget reflects your seriousness and preparedness. Funders are less likely to award money to projects with vague or incomplete financial estimates.

Tips: 

• If you’re working on an infrastructure project, securing multiple quotes will show funders that you’ve compared options.

• There can be significant time between the application and the commencement of the grant agreement. In that time costs may have gone up. Work with your suppliers and make sure your quotes are locked in until the expected commencement of your project .

2. Identify Key Partners and Supporters

Many grants favor projects that demonstrate collaboration, community engagement, and partnerships. Before applying, identify potential partners who can help bring your project to life or provide additional credibility.

How to Prepare:

• Identify Stakeholders: Who will benefit from your project, and who can help make it a success? This might include local organisations, businesses, or community groups.

• Formalise Agreements: If you’re working closely with a partner, formalise the relationship with a Memorandum of Understanding (MOU) or partnership agreement. This is mainly for larger projects, for smaller project letters of support will suffice.

• Collect data: Use data, research, or community feedback to support your case and clearly articulate the problem or opportunity your project addresses for your community.

Tip: Partnerships are particularly valuable in projects that aim to serve the broader community. Funders are more likely to support initiatives that have widespread support and collaboration.

3. Obtain Necessary Approvals

For certain projects, especially infrastructure or land-based initiatives, you’ll need to secure approvals from property owners, local governments, or other relevant bodies before you can move forward. Funders want to see that your project is feasible and won’t be delayed by bureaucratic hurdles.

How to Prepare:

• Landowner Approvals: If your project involves construction or use of land, get written approval from the landowner (whether that’s an individual, organisation, or government body) before applying.

• Planning Permissions: Ensure you have any necessary planning permissions or permits. If these are still pending, include a timeline for when you expect to receive them.

• Compliance: Make sure your project complies with all relevant regulations or laws. Funders need to be assured that there won’t be legal barriers to completing the project.

Tip: Infrastructure projects can be complex, and securing approvals early shows funders that your project is realistic and ready to proceed. Funders want to be sure that your project will be completed within their timelines as it will assist them to achieve their objectives.

4. Align Your Objectives with Funding Priorities

One of the biggest mistakes grant applicants make is trying to fit their project into a grant’s funding priorities, rather than finding a grant that naturally aligns with their objectives. Funders are looking for projects that directly align with their mission, not projects that are shoehorned into a mold just to access the funding.

How to Prepare:

• Review Funding Priorities: First step is to review and be clear about your project's objectives. Before applying for any grant, carefully review a variety of funder’s priorities and objectives. Does your project naturally fit with any? If not, it’s better to find a grant from a funding body that does.

Tip: Don’t compromise your project’s integrity just to fit a funding opportunity. Focus on finding grants that are a genuine match for your project’s goals.

5. Develop a solid project team

Funders want to know not just what your project is, but how you will achieve success. Early preparation allows you to develop a skillful team, craft compelling bios with skills and experiences of your team. this will provide the funding with confidence that your project will be competed within timeline and budget.

How to Prepare:

• Define the Roles: Clearly articulate the roles required to develop your project. Detailing everyone's responsibilities will show how each team member will contribute effectively toward the project's success.

• Explain how it will be governed: Show how your project will be governed and how decision making will occur. It will provide the funding body with confidence that there is clear accountability and risk is management adequately.

• Demonstrate Capability: Clearly articulating skills and capability shows funders that your organisation has the expertise, resources, and track record needed to successfully implement the project and achieve the desired outcomes.

Tip: Funders like to know that their investment will have lasting effects. Explain how your project will continue to be managed and create impact after the funding period ends.

These five tips will set you up for success. The best grant applications are built on a foundation of thorough preparation and strategic thinking.

In the end, successful grant writing isn’t just about the application itself. It’s about showing funders that you’ve thought through every aspect of your project and that you’re ready to deliver real impact.

If it all seems overwhelming, I can help, just contact us for a confidential conversation.