Use this module while drafting or reviewing a funding application. It explains eight features of a strong application, from confirming fit and presenting the project story to demonstrating value for money, delivery capability and responsible use of AI.
Use the Module 3 checklist in Annex 1 as a final quality check. For drafting support, open the small-scale worksheet or the large-scale supporting information template.
Before drafting, confirm that the selected fund is a good fit. Check that the applicant, location, activities, costs and timing are eligible, and that the project aligns with the fund's priorities and assessment criteria. Record this decision in the Module 2 checklist, then use this module to prepare the application content.
You have identified funders whose priorities match your project.
Project aligns with your own strategy and priorities.
You meet all eligibility criteria.
You have read and understood the funding guidelines and criteria.
You have spoken to the funder, if possible, to confirm fit.
A complete project plan should identify the objectives, activities, milestones, timeline, roles and responsibilities, resources, dependencies, risks, and monitoring approach. Keep the level of detail proportionate to the size and complexity of the project.
A strong application explains the need, the proposed response, who will benefit, and what will change as a result. Keep the story logical, evidence-based, and closely linked to the funder’s stated criteria. This section covers the “what” will change from implementing the project.
The problem or need is clear, specific, and evidence-based.
The project plan is easy to understand and directly addresses the problem.
Outputs, outcomes, and long-term impact are all described.
The project benefits are specific and measurable and will be monitored.
Funders need to see a direct connection between their purpose and your project. Use the fund’s eligibility rules, assessment criteria, principles, and intended outcomes to explain why the project is a strong fit. This section covers “why” this fund and your project are a match.
Show that your project is eligible
Show that your project meets the criteria of the fund.
Describe how your project aligns with the principles of the fund.
Present a clear rationale for funding
Show how your project will deliver on the outcomes of the fund.
Prepare or include an itemised budget that clearly shows the total project cost, the amount requested, and any other contributions. Costs should be realistic, eligible, supported by quotes where appropriate, and directly linked to the activities described in the application.
Budget is itemised and linked to activities.
Numbers are realistic and based on quotes or standard known costs .
All costs are eligible under the funder’s guidelines.
Co-funding and in-kind (voluntary or donations) contributions are clearly shown.
Value for money is explained.
Funders need confidence that the project is supported and can be delivered well.
Include appropriate letters of support, describe your organisation’s experience, and explain how the project will be governed (if applicable), managed, and financially controlled. Project-specific letters are strongest: they should explain why the work is needed, how it addresses a gap, the expected benefits, and the writer’s knowledge of or connection to the project.
You have 2–4 support letters from credible partners or community leaders.
Organisation, group, and project governance/oversight are clearly described.
Relevant track record and partnerships are highlighted.
Financial management and grant oversight are explained.
Assumptions are explained.
Key personnel and their capabilities are outlined.
You have an outline of how you will manage the project.
You have identified risks and how you will manage them.
Explain the systems your group will use to manage the funding responsibly, track progress, meet reporting requirements, and complete the project as proposed.
Governance and financial documents are current.
Systems are in place to track activities, outcomes, and spending.
Reporting responsibilities and deadlines are clear.
Read the application form and guidelines carefully before writing or pasting information into the application form or template. Answer every question, follow the required format, stay within word limits, and use clear language that assessors can understand quickly.
All instructions and templates are followed.
Every question is answered.
Writing is clear, concise, and well-structured.
Application is proofread by someone else.
Application is clearly aligned to assessment criteria.
AI tools can help structure ideas, improve clarity, and check grammar, but they should not replace local knowledge, accurate evidence, or the organisation’s own voice. Review all AI-assisted content carefully before submitting.
AI is used only to support, not replace, your own thinking and writing.
All facts, figures, and stories are checked for accuracy.
Final application sounds like your group, not generic.