Grant programmes are only as effective as the organisations they reach. When application processes are inaccessible — requiring high-English literacy, digital access, formal governance structures, or extensive administrative capacity — they systematically exclude the organisations closest to the communities that grants are supposed to serve. Accessible grant design removes these barriers intentionally.
Exclusion by design
Many grant processes were designed by and for well-resourced, professionally staffed organisations. When a standard grant application assumes:
- Sophisticated English writing skills
- Access to computers and reliable internet
- Formal governance structures with documented boards and constitutions
- Previous grant-writing experience
- Significant staff time for administration
...the process excludes community-led organisations, grassroots groups, informal collectives, Indigenous organisations, and migrant and refugee community groups — often the organisations best placed to reach underserved communities.
The equity paradox
Funders committed to equity often have application processes that are least accessible to organisations serving equity communities. The organisations most able to write compelling grant applications are not necessarily the most effective at serving communities.
Application format
Assessment process
Language around disability
English as a second language
New Zealand and Australia have large CALD (Culturally and Linguistically Diverse) communities — many with significant community capability and need but limited formal English writing skills.
Options for language accessibility:
- Accept applications in languages other than English (with translation support)
- Provide application forms in multiple languages
- Offer information sessions in community languages
- Allow community interpreters to assist with application preparation
- Accept oral applications (recorded or via phone interview)
- Provide plain English versions of forms and guidance
Working with interpreters
Some funders fund interpreting costs for applicants — recognising that the cost of interpretation is a real barrier. Where budget allows, this is a meaningful accessibility measure.
Digital exclusion is real
Not all organisations have reliable internet access, computer hardware, or digital literacy to navigate online grant portals. This is particularly acute for:
- Rural and remote organisations
- Older volunteers running small community groups
- Very small organisations without paid staff or modern equipment
Addressing digital exclusion:
- Offer phone or paper application alternatives
- Hold drop-in sessions where staff assist with digital applications
- Accept scanned paper applications
- Ensure grant portals work on mobile devices (many rural organisations rely on smartphones)
- Avoid systems that require specific software or browsers
The capacity paradox
Grant applications require evidence of capacity — governance documents, financial statements, strategic plans, outcome measurement systems. But organisations with the most limited capacity often serve the communities with the greatest need.
Reducing administrative barriers:
- Tier applications by grant size — smaller grants require less documentation
- Accept alternative governance documentation (community group meeting minutes, informal constitutions)
- Provide templates for required documents
- Allow organisations to build documentation through the grant process rather than requiring it beforehand
- Offer capacity-building support alongside small seed grants
Letter of support and reference alternatives
Some organisations cannot easily obtain formal letters of support from other organisations — community groups may have informal community standing but no professional network. Accept alternatives: community testimonials, video evidence of community support, participant signatures.
Regional and rural applicants
Organisations in rural and remote areas face:
- Travel distance and cost for in-person information sessions
- Poor internet connectivity for online applications
- Limited professional support networks
Addressing geographic barriers:
- Online and phone information sessions accessible from anywhere
- No requirement to attend metropolitan offices
- Recognition that travel costs are a real burden when requiring site visits
- Understand local context — rural organisations may have different governance norms
Unconscious bias in assessment
Grant assessors bring unconscious biases to application review — writing quality, organisational brand recognition, institutional affiliations can all trigger biased assessment.
Mitigating assessment bias:
- Blind assessment (removing organisational names and identifying information)
- Diverse assessment panels (including people with lived experience of funded issues)
- Structured scoring rubrics that focus on substance not presentation
- Assessment training on unconscious bias
Separating writing quality from programme quality
An application with imperfect English grammar may represent a highly capable community organisation. Assessors should be trained to look past writing quality to organisational capability and community connection.
Invitation language matters
Invitation to apply language should actively encourage diverse applicants:
- State explicitly that applications in plain language or alternative formats are welcome
- Indicate that smaller, grassroots organisations are eligible and encouraged
- Provide contact information for accessibility support
Accessibility statement
Include a clear accessibility statement in all grant programme documentation, specifying:
- What alternative formats are available
- How to request accessibility support
- Contact details for accessibility questions
Accessible grant design benefits all applicants — not just those with specific access needs. Clear forms, simple language, alternative formats, and responsive support improve the application experience for everyone. Accessibility is not a special accommodation; it is good grant design.
Tahua's grants management platform supports accessible grant programme design — with multi-format application options, configurable form accessibility, plain language templates, and the programme management tools that help funders reach a broader and more representative pool of applicants.