How-to Guides - Community Resource Kit

Funding application Checklist

• Obtain information about likely funding sources.
• Approach each (by phone or letter) and ask for:
  • criteria for funding — only apply for funding if you meet the criteria
  • background information about the source
  • a list of previous grants (if available)
  • copies of application forms.
• Know the application close date.
• Allow plenty of time to prepare the application.
• Draft your application (see "Application contents checklist" on following page). Complete all the relevant sections of the application form. Attach all the documents you were asked for.
• Discuss the application with the appropriate people in your organisation e.g. board.
• Finalise, type and check the application for spelling, clarity, brevity and appeal.
• Invite the funder to visit the project or to request further information.
• Be aware that networks between funding organisations and within communities are usually quite good. If you don't have a good record, or you overstate your activities in an application, or you apply for funding when you do not meet the criteria, other funders are quite likely to find out.
• Mark any items you have excluded (or included as extras) in your funding application and footnote them.
• Include any appropriate notes on budget explanations and breakdowns.
• Include, if you have them, 3-5 year development plans.
• If you need help developing a proposal, ask for it.
• List other organisations you have applied to and when you expect to hear back. Funders aren't jealous about your application but if you hear back from other funders after the application was submitted and before it is considered, tell the body being approached of any outcomes. This is particularly important if the other source turned you down.
• Type or print out your application rather than hand-writing it, because it will probably have to be photocopied.
• Get your application in well before the closing time.
• Keep a copy of the application.
• If you don't get an acknowledgement of your application after two or three weeks, ring the funding organisation and check that they have received it.
• Be aware that most funding schemes are wildly oversubscribed, often by millions of dollars. If you are turned down, try again. It didn't necessarily mean they think your project is no good — they may have just had some particularly good competing projects. Choose another organisation, rewrite the application and keep trying.
• Develop a funding calendar for your organisation which highlights all those funding bodies you can apply to on an annual basis.
• Don't forget to acknowledge your funders publicly.

Application contents Checklist

A funding application typically requires the following information, which can be altered to suit your group and the funding body:

• Introduction — to your organisation, its staff and volunteers, services provided, community served, numbers.
• Legal form — are you an incorporated society or charitable trust? Do you have an umbrella organisation willing to receive money on your behalf? Are you registered for GST?
• The problem — outline the problem your project seeks to address. Enclose any needs analysis, evidence or statistics.
• Objectives — these should be specific, achievable and able to be evaluated.
• Procedure — who will implement the project, how and with what?
• Evaluation — explain how you intend to measure whether the project was worthwhile.
• Budget — list all items of anticipated income and expenditure, including staff salaries and administration costs. Note any other sources of funding that you have approached for this project, and when you expect a response. State how much the organisation is providing. Attach professional quotes.
• Request — ask for a specific amount of money that is realistic in terms of the project budget and of the size of the grant usually made by the funding body. In many cases it will be less than the total expenses identified in the budget.
• Contacts — list address and phone numbers of two people who can provide the funder with any further information or clarification.
• Referees — list two or more referees from outside your own organisation who understand the project and support it.
• Other information — attach any letters of support and other materials that support your case such as media releases, annual reports, brochures, annual accounts etc.

(From Seizing the Moment II: Turning Community Ideas into Action).