Library Module 10 - Funding Applications
Before you start
In this module:
- Before You Start
- Writing the Submission
- Before You Send It
- After You Send It
- Useful Websites
Answer these questions
The responses you make to the following questions will help you decide whether it is worth progressing with a funding application.
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Can this project be completed without funding?
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Is this application being made just for the sake of applying?
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Why is the money required?
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Will further funding be required to complete the project?
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What other resources besides the money eg. time and effort will be required to complete the project?
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Are these resources available?
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Are there clear objectives and achievable outcomes for the project?
Read the guidelines and questions carefully
Work through the application procedure, noting all the questions that require clarification before contacting the funding body. This way it is possible to obtain all the information you need at one time.
Approach the funding body
Most funding bodies welcome inquiries from groups when they are in the planning stages. They can help you:
- develop your ideas
- make contact with other funding bodies who fund similar activities
- understand the funding guidelines and how they are accessed.
Note: ask the funding body about the possibility of sending a copy of the completed application requesting comments before final submission.
Related reading
Casey, Phillip. 1999. 'Funding Applications and Submissions'. Department of Primary Industries.
Writing the Submission
Approach the funding application as if it were a recipe
The requirements of the agency are the ingredients that are needed. If you miss one out, you could have a flop.
Keep it simple
The administrators who make decisions will need to know exactly why the funding is required. A simple, succinct and clear application will be appreciated. Even if the proposal is complex, it is important to describe it in the simplest way possible.
Sell the idea
The funding body needs to be able to imagine the possibilities of the project, how it can be done and what will be achieved.
Answer all the questions
The answers to the questions will form the basis of the assessment of the submission. Do not write N/A (Not Applicable). Always give an answer. For example, if there is a question on environmental impacts and you believe there will be none, say "the project will not have any adverse environmental impact" and state why you believe this to be true.
Be positive
It is a great opportunity to describe what you are doing so that the reader has no option but to be on your side. Always use positive language, even though you may be describing a negative situation. Negative language will influence the reader and they will get negative feeling towards the project.
Assume nothing
Do not assume that the funding body knows about your project, community, the problems of rural communities or, for example, the effect of a five-year drought on families. This is your opportunity to inform them. Try to tell the story that is easily remembered but keep it brief, precise and positive.
Contact details
Check that the details are correct. To process the application, the funding body needs to be able to make contact. Check to see who can submit the application - in some cases, only certain agencies can submit applications although the funding body may say that your organisation is eligible. Make a note to contact the funding body if any of the contact details change. This is a good reason to ring and while talking to them, you can ask how the application is progressing.
Project name
It is a good idea to look at similar projects that have been funded and the words that have been used in their successful submissions. An example of this would be applying for a 'Community Youth Worker' position. When applying for funds from a social services agency this name would be fine but if an application was to an employment agency, a title of 'Youth Employment Officer' would be better. The person employed would be doing what is required in the community and at the end of the day, it is not the title but the end result that matters.
Location
Be clear about where your project is situated, include a map and precise details about the distance from the nearest town in kilometres and the travel time to get there.
Bulk doesn't win
It is quality not quantity that will see success.
Before You Send It
Assess it
After completing the first draft, read and assess it and let someone else outside your group who knows nothing about the project read your application. Put yourself in the assessor's position as much as possible during this whole process. If you or someone else is confused after reading the draft, the assessor may be too and you will need to make it clearer.
Type it
Make the application as professional as possible. If it can't be typed, ensure that it is readable.
Keep a copy
This may sound obvious but a copy should be kept on file to be referred to particularly if the funding body telephones with questions. It could also get lost in the mail and you may need to send another.
Agree to ground rules
Funding bodies may wish to negotiate some of the details or change some aspects, for example, who will talk to them, whether you are prepared to make changes to your project and what is the minimum amount of money you need to complete the project.
Allow enough time
Don't underestimate the amount of time required to prepare a submission. Always submit on time or early. Some agencies will not accept faxed copies because the transmission may not be readable. Always send the original copy in the post and keep a copy for yourself.
After You Send It
While you are waiting
The decision to lobby is based on the type of application and to whom it is being made. The effort that has been put into completing the application is considerable so if lobbying will get additional support for the project, take advantage of this.
Consider sending copies of the application to your Local, State and Federal Members who have an interest in knowing what is happening in their electorates. The local government rural development officer may also offer support.
After the decision
Informing supporters
Always inform your supporters of the outcome of the application. You may need their support for another project so make sure that you write to thank them.
The reply
If your application is refused find out why so you can improve it next time.
The contract
The majority of funding agencies will require you to sign a contract. Read it carefully and if possible, obtain a legal opinion. If any of the interpretations of your project are wrong, make sure that the contract is changed. If the agency has indicated timelines, add these to your operational plan and stick to them.
Keep records
Keep records of how you spend the grant and how the project progressed. Most funding bodies require these details in a report at the end of the project.
Acquittal
When you are successful, keep in contact with the funding agency. Keep them informed of your progress and completion of milestones. Keep your project on schedule.
Audit
Keep clear and accurate records of all expenditure as identified in the project plan/budget.
Useful Websites
Submission writing
A guide to submission writing
To translate a good idea or concept into a practical project will, at some stage, involve preparing a submission for support. This submission will be the basis on which your idea is evaluated and possibly supported and/or funded. Link to the Community Builders website.
Government funding
Department of Communications, Information Technology and the Arts
This site contains information on a wide range of grants and funding programs designed to promote industry development.
Regional Partnerships
Regional Partnerships brings together the Commonwealth Government's key regional funding programmes administered by the Department of Transport and Regional Services. These include Regional Solutions, Regional Assistance, Rural Transaction Centres, Dairy Regional Assistance and the existing structural adjustment programmes for the Wide Bay-Burnett, Namoi Valley, Weipa and the South West Forests region of Western Australia.
Queensland Government Funding
The Queensland Government provides funding for a range of social, economic and environmental purposes. The website outlines some of the various funding programs administered by government departments.
Smart Women - Smart State
Contains information and assistance for women in business.
Tools
Link to useful tools on this module.
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