Use this module each time you apply to a specific fund. It takes you through six stages: choosing the fund, planning the application, tailoring the project and budget, checking and submitting, following up, and setting up delivery and reporting.
Use the Module 2 checklist in Annex 1 to assign tasks, record deadlines and track progress.
From your list, choose one fund and one funding round to focus on first. Check that your group and project fit the funder’s rules and criteria before you spend time writing the application. Follow the relevant Module 2 checklist in Annex 1 for each application.
Look for funds with criteria that match your project.
Select the one that is the best match for criteria and timing (i.e. open now/soon).
Re-check eligibility (legal status, location, activity type).
Check assessment criteria
Note deadline and decision timeframe.
Note typical grant size and co-funding expectations.
Treat the application as a small project with clear tasks, deadlines, and review steps. Starting early gives you time to gather information, prepare attachments, seek feedback, and submit before the deadline.
Application is started well in advance of deadline.
Internal review and feedback are completed.
Application is submitted before the deadline.
Copies of all materials are saved.
Plan is in place to follow up if no response is received by the expected date.
Use your core documents as a basis and add critical details for the project you want funded. Make sure your project description, budget, quotes, and timeline match what the funder is asking for.
Refine project description to match funder priorities and language.
Align activities with funder focus (e.g. Environmental priorities, farmer-led, community conservation).
Prepare itemised budget showing total cost, amount requested, and other contributions.
Obtain quotes for significant costs (plants, fencing, traps, contractors, equipment).
Check timeline fits funder’s reporting period and round.
Before you submit, check that everything is complete, correct, and consistent. Make sure all attachments are included and try to submit before the deadline.
Confirm correct fund, committee, and round.
Ensure every question is answered.
Attach all required documents.
Check budget totals match across forms.
Verify quotes and financials are recent and consistent.
Confirm timeline is realistic and fits reporting period.
Submit early and request receipt.
After you submit, record the decision date and follow up if needed. If the application is declined, ask for feedback and use it to improve the next one.
Record decision date and expected conditions.
Send follow-up email if no response by expected time.
If declined, request feedback.
If successful clarify next steps with the funder.
Note any lessons for next application.
If you receive funding, set things up properly before the work starts. Keep the grant agreement, budget, records, and reporting dates together so delivery and reporting are easier.
Sign grant agreement and note reporting dates and conditions.
Set up a grant file (agreement, budget, reports, acquittal template).
Make sure the project can track activities, outcomes, income, and expenditure.
Confirm project timelines and reporting milestones
Submit acquittals and reports on time.
Report environmental outcomes and community benefit clearly.