Applying for grants can be challenging, especially if you’re new to the process. A well-written grant application can secure vital funding for your next project, business, or community initiative. This guide provides key steps, practical tips, and advice to help you create a strong application for your next funding opportunity. 

1. Understand the Grant Guidelines and Requirements

Before you begin, take the time to thoroughly review the grant program details. Every grant is different, with specific criteria, eligibility rules, and application requirements. Key factors to check:

• Eligibility: Make sure your work / project / initiative qualifies.
• Funding Scope: Understand the grant’s purpose and how your project aligns with its objectives.
• Assessment Criteria: Identify key evaluation factors to structure your responses.
• Submission Details: Note deadlines, word limits, and required supporting documents.

Hot Tip: Reach Out for Support

Many grant providers have designated staff who can answer questions and provide guidance. Don’t hesitate to call or email the grant officer—they can clarify application details, explain assessment criteria, and even let you know about upcoming online workshops or resources. Asking questions early can help avoid common mistakes and make sure you’re on the right track from the start. It is also a good opportunity to get your project on the radar.

2. Gather Key Information Before Writing

Before diving into the writing process, gather all necessary details in a separate document. This will help you stay organised and avoid flipping back and forth between guidelines and your application. Include:

• Grant Link & Deadlines: Keep track of submission timelines and key dates.
• Budget Requirements: Understand funding limitations.
• Objectives & Outcomes: Clearly define what the grant aims to achieve and how your project fits.
• Supporting Materials: Collect quotes, invoices, artist statements, and partnership agreements.

Think of this as creating a “cheat sheet” to make the actual writing process easier and more efficient.

3. Structure Your Application

 A strong grant application follows a clear and logical structure. Answer these key questions:

• What is your project? Provide a concise description.
• Why is it important? Explain the need and potential impact.
• Who will benefit? Identify target audiences or communities.
• How will you execute it? Outline your implementation plan.
• What are the expected results? Define measurable outcomes.
• How will you measure success? Include evaluation methods.
• How will the funds be used? Provide a detailed budget breakdown.

Hot Tip: Think Like a Funder

Grant assessors read hundreds of applications. Make yours stand out by using clear, concise language and focusing on why your project matters. Avoid vague statements or jargon—be specific about what you’ll achieve.

4. Research & Create a Strong Budget Plan

A strong grant application includes a clear and realistic budget. Funders want to see that you’ve carefully considered all expenses and can successfully manage the funds. Even if budgeting isn’t your strong suit, breaking it down into key areas will help ensure you ask for the right amount and show that your project is financially viable.

A well-structured budget demonstrates project feasibility and shows funders exactly how their money will be used. Outline:

• Grant amount requested and how it will be allocated.
• Other funding sources (ex. organisational contributions, in-kind support, sponsorships).
• Breakdown of expenses (ex. personnel, travel, equipment, marketing, operational costs).
• Supporting quotes or invoices to justify costs.

Your budget should include:

• Your artist fee (pay yourself fairly!)

• The grant amount requested

• In-kind contributions (ex. donated materials, venue space, unpaid hours of support)

• Travel and accommodation costs

• Marketing and promotion expenses

• Any other project costs like materials, insurance, or admin time

Beyond these general categories, here’s a more detailed breakdown of what to consider when costing your project:

1. Time & Artist Fees

• Work out the length of your project and key work periods.

• Make sure you pay yourself a fair artist fee—check industry rates to ensure your work is valued properly:

  Performing Arts Awards

  Visual Arts Recommended Fees

  Literature Rates

2. Travel & Accommodation

• If your project involves travel, budget realistically for flights, petrol, or vehicle hire.

• Some companies offer discounts or sponsorship for artists—it’s worth asking!

• If staying overnight, look for artist-friendly accommodation or residencies that provide housing support.

3. Materials & Production Costs

• List everything you need to create the work—paints, film stock, software, instruments, costume materials, tech hire, etc.

• Get quotes where possible to justify costs in your application.

4. Insurance & Venue Hire

• Some projects require public liability insurance—check with:

  National Association for the Visual Arts (NAVA)

  Arts Law and Insurance in the Arts

• If hiring a space for a performance, exhibition, or workshop, ask if they offer discounts for artists.

5. Marketing & Promotion

• Budget for marketing and promotion if needed. This could include:

  + Printing flyers/posters

  + Social media advertising

  + A simple website or digital portfolio

• Some grant programs require audience engagement, so think about how you’ll reach people.

6. Admin, Evaluation & Reporting

It’s easy to overlook, but this work takes time and should be factored into your budget!

• Admin: Managing emails, coordinating collaborators, contracts, and organising logistics.

• Evaluation: If the funder wants impact data, consider including surveys, media coverage, or audience numbers.

• Reporting: Many grants require a final report—plan for this so you don’t leave it to the last minute!

Hot Tip: Show Sustainability

Funders want to see that your project isn’t entirely reliant on one grant. Highlight other funding sources, partnerships, or in-kind contributions to demonstrate long-term viability.

Download Free Budget Template: Auspicious Arts - Budget Template

5. Start With a Draft 

It is important to start with getting your ideas down first and refining them later.

Tips for drafting:

• Start with key bullet points and expand later.
• Create a basic structure of the application. 
• Write in a separate document (not the grant portal) for flexibility.
• Incorporate key phrases from the grant’s evaluation criteria.

Hot Tip: Edit in Phases

After drafting, step away from your application for a few hours (or a day). When you come back, read it aloud—this helps catch awkward phrasing and unclear points.

5. Be Detailed and Provide Evidence

 A strong application includes supporting documents that build credibility. Examples include:

• Your history and past successes
• Financial statements and proof of sustainability
• Letters of support or partnership agreements

Identify potential project risks and outline mitigation strategies to show you’ve planned for challenges.

Hot Tip: Data Matters

Funders love numbers! Include relevant statistics, case studies, or testimonials to strengthen your application.

6. Review and Edit

 Before submitting your application:

• Proofread for clarity and accuracy. Avoid grammatical errors and make sure all information is correct. Use professional, straight-forward language to get your proposal across. 
• Review the budget for consistency. Make sure figures align with your proposal.
• Seek feedback. Have a colleague, peer, or mentor review your draft.
• Check compliance. Verify that all grant requirements are met.

Hot Tip: Peer Reviews Are Gold

Ask someone unfamiliar with your project to read your application. If they don’t understand it, a grant assessor might not either!

7. Submit and Follow Up

After submission:

• Save a PDF copy of your application for records.
• Be prepared to provide additional details if requested.
• Respond promptly to any enquiries from the grant provider.
• Track the application status and deadlines for potential revisions.

Resources

For further guidance, explore these resources:

• Grant Writing Services: Angharad Consulting
• Grant Management: Auspicious Arts Projects
• Successful Arts Grant Writing Guide: Creative Victoria
• Auspicing Article: ArtSupport
• Budgeting Guide: Guildhouse

Final Takeaways

Grant writing is a skill that improves with practice. By following these structured steps, preparing thoroughly, and refining your approach, you increase your chances of success. Remember:

• Start early to allow time for revisions.
• Be clear and concise—assessors appreciate well-structured applications.
• Don’t be afraid to ask for help—grant officers can provide valuable insights.
• If at first you don’t succeed, try again. Rejection is part of the process—seek feedback and apply again.
• Ask for feedback.