A well-prepared grant application takes time to get right. Starting without the right information, documents, and internal decisions in place creates unnecessary delays and weakens applications. This checklist covers everything an organisation should prepare before submitting a grant application.
Confirm you meet the eligibility criteria
Before investing time in an application, verify:
- Your organisation type is eligible (e.g., registered charity, incorporated society, local council)
- Your work falls within the funder's geographical focus
- Your project or activity type is eligible (some funders exclude certain activities)
- The grant size fits your project — some funders have minimum or maximum grant amounts
- You meet any financial requirements (minimum annual turnover, audited accounts)
Check you're not excluded
Some funders exclude:
- Organisations that have received funding recently
- Organisations with outstanding acquittals from previous grants
- Projects that have already commenced
- Specific types of work (capital works, advocacy, overhead-only)
Applying when ineligible wastes everyone's time. Read eligibility criteria carefully.
Most funders require these standard documents:
Legal and registration
- [ ] Proof of legal status: certificate of incorporation, charity registration, or trust deed
- [ ] ABN (Australia) or NZBN/IRD number (New Zealand) or equivalent
- [ ] ACNC registration or Charities Commission registration (as applicable)
Governance
- [ ] Current list of board/committee members
- [ ] Constitution or rules document (may be required)
- [ ] Conflict of interest policy (some funders require this)
Financial documents
- [ ] Most recent annual financial statements (audited if required)
- [ ] Current year budget (income and expenditure)
- [ ] Most recent bank statement (for smaller grants from gaming trusts)
- [ ] GST registration certificate (if applicable)
Insurance
- [ ] Public liability insurance certificate
- [ ] Employer liability or workers' compensation (if you have staff)
Previous grant history
- [ ] Evidence of completed acquittals for previous grants from this funder
- [ ] References from other funders (if requested)
Project description
Be able to articulate clearly:
- What the project will do (activities)
- Who will benefit (target community or population)
- How many people will benefit
- What will change as a result (outcomes)
- Why this project is needed now
Timeline
Prepare a realistic project timeline:
- Project start and end dates
- Key milestones and deliverables
- When outcomes will be measurable
Staff and expertise
Be ready to describe:
- Who will deliver the project (staff, volunteers, contractors)
- What qualifications or experience they have
- Whether key staff have confirmed availability
Community support
Some funders ask for evidence of:
- Community consultation or co-design
- Letters of support from partners or community organisations
- Evidence that the community wants this project
Develop a realistic and detailed budget
A credible budget is essential for most applications. Include:
- Staff costs (salary, on-costs/employer costs, FTE or hours)
- Contractor and professional fees
- Equipment and materials
- Overheads (rent, utilities, insurance, administration)
- Travel and transport
- Evaluation costs
- Contingency (if allowed)
Show the full cost
Don't omit overhead and indirect costs to make the application look more efficient. Funders expect to see the real cost of delivering the project.
Identify other funding sources
Many applications ask about co-funding:
- What other funding sources are contributing to this project?
- What is confirmed vs. pending?
- What would happen if this grant is not received?
Align budget to activities
Funders want to see that budget items connect to project activities. Don't include unexplained lump sums.
Theory of change or logic model
Be able to explain the causal chain from activities → outputs → outcomes → impact. Some applications ask for this explicitly; all should reflect it.
Evidence base
What evidence supports your approach?
- Research on what works for this issue
- Your own track record with similar work
- Evidence of community need (data, stories, quotes)
Evaluation plan
How will you know if the project succeeded?
- What outcomes will you measure?
- How will you collect data?
- What would count as success?
Sustainability
How will the work continue beyond the grant?
- Is there a plan for ongoing funding?
- Will the project build capacity that outlasts the grant period?
- Are there partnerships that provide long-term infrastructure?
Read the guidelines carefully: Every funder has specific requirements. Don't assume requirements are the same as for other grants.
Answer the actual questions: Don't copy and paste from other applications without adapting to the specific questions asked.
Use the word limit: Applications that are significantly shorter than the allowed word count may signal insufficient depth of thought.
Check attachments: Verify all required documents are attached before submitting.
Submit before the deadline: Most online portals close exactly at the deadline — submit early to avoid technical issues.
Keep a copy: Save the submitted application (and all attached documents) for your records.
Tahua's grants management platform helps grantees prepare and track their applications — and helps funders receive, assess, and manage applications efficiently from submission to close.