How to prepare & write a grant application

Successful applications rely on a few essentials. You must:

• meet the grant's eligibility criteria
• understand the grant's requirements, terms and conditions, approval timelines and the supporting documents needed
• allow enough time to prepare, write and review your application well ahead of the closing date.

1 Before you start writing

• Familiarise yourself with the funding guidelines, process and application forms.
• Check the eligibility criteria carefully.
• Read the accompanying documents (terms & conditions, FAQs, application tips).
• Gather details of your: products/services · experience & skills · key personnel · business description & plan · proposed budget · project aims, objectives and how you'll use the money.
• Collect supporting documents: financials, quotes, budgets, invoices. If any financials are unusual or complicated, explain them clearly.
• Confirm you have enough time to lodge before the closing date — even if a third party lodges for you.

2 Writing your application

• Write in a consistent style and tone — use the guidelines as your reference for business language (avoid conversational language and jargon).
• Be concise — short answers and paragraphs; respect any word limits.
• Write so an assessor unfamiliar with your industry can understand it.
• Use consistent formatting: headings/sub-headings, bullet points, and steady fonts, spacing, margins and page numbers.
• Include keywords from the guidelines and assessment criteria.
• Write factually — everything may be audited; misleading information has serious consequences.
• Avoid vague or emotive words (believe, hope, expect, may, could, might).
• Answer every question uniquely — similar-sounding questions still want new information.
• Be bold and positive about what your project will achieve, but avoid exaggeration — outcomes must be realistic and substantiated.
• Show your project's likelihood of success: name the key risks, how you'll manage them, and best/worst-case outcomes.
• Include a short project title, clear aims, a budget, and a glossary if you use unfamiliar terms or acronyms.

3 Build a strong case

Before writing, think about how your idea becomes action. Describe:

• your business and its activities
• your project idea and how it aligns with the grant's objectives
• the activities and outputs your project will deliver
• why it needs funding and why it's value for money
• how you'll bring it to completion
• the benefits to your business and the broader community (e.g. jobs created or preserved)
• how you stand out from other applicants and stay competitive in your sector.

Provide clear proof of eligibility — it's the first step in assessment. If you need clarification, contact the funding agency.

4 Get the budget right

A logical, well-supported budget gives the assessor confidence you can deliver. Detail all costs (including a contingency), and both cash and in-kind contributions.

• Check requested funding is within the grant's min/max limits.
• Include all costs, factoring in overheads — do not include GST.
• Provide detailed, current, legible quotes/invoices (supplier name, ABN/ACN, contact, itemised costs, hours and hourly rates).
• Explain how you calculated the requested amount, especially if it differs from your quotes.
• Make sure project dates align with the funding period, and review the budget so it adds up.
• Keep evidence of what you spend — you'll need it for the acquittal process.

5 Review checklist — before you submit

• I've read all documents and know the aim, eligibility and closing date/time.
• I've used the correct application form and followed the process.
• My proposal is strong and aligns with the grant's aim.
• It's written as if the assessor knows nothing about my business.
• I've used simple, positive business language — no jargon, vague or negative wording.
• Answers are concise and within the word count.
• Answers aren't duplicated and every section is complete.
• I've outlined the project budget as required.
• I've used helpful headings and the guidelines' keywords.
• Formatting is consistent and follows the form's sequence.
• Reviewed and proofread by 2 or more people.
• I've provided all supporting information listed in the guidelines.

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Answer a few quick questions and we'll show the grants, rebates and payments you may qualify for — with the official source for each.

Guidance adapted from the Queensland Government's grant application guide (business.qld.gov.au). Always follow the specific guidelines for the grant you're applying for.