Most grant applications don't fail because the project isn't fundable. They fail because the application doesn't clearly answer what the funder is actually asking.
After supporting organisations of all shapes and sizes through the funding process, the same issues come up again and again. Here's how to avoid them.
1. Read the guidance document properly — all of it
This sounds obvious, but most people skim it. Funders write guidance documents to tell you exactly how they want their questions answered. The language they use, the priorities they list, the outcomes they mention — these are the criteria they'll score you against. Your application should mirror their language directly.
If the guidance says “community benefit”, use those words. If it says “demonstrable impact”, your application needs to demonstrate impact. Don't paraphrase, don't substitute synonyms. Use their words.
2. Answer the question that's being asked
Every grant application question has a specific purpose. When a funder asks “how will you measure success?”, they want to know your evaluation method — not a list of your aims. When they ask “who will benefit?”, they want numbers and demographics — not a general statement about your community.
Funders often score responses against a criteria checklist. If you haven't answered the question directly, you won't score — regardless of how well-written the rest of the application is.
3. Lead with beneficiaries, not your organisation
One of the most common mistakes is spending the first paragraph talking about your organisation — who you are, when you were founded, what you do. Funders care about impact. Start with the people you're helping and the problem you're solving.
Instead of: “We are a Cumbrian charity founded in 2019, working to support young people...”
Try: “In Cumberland, 1 in 4 young people aged 16–24 are not in education, employment or training. Our project...”
The second version is harder to reject.
4. Use specific numbers everywhere you can
Vague language weakens applications. “Many local people” is worth nothing. “143 households within the CA1 postcode” is worth a great deal.
Numbers to include wherever possible:
- Number of direct beneficiaries
- Geographic reach — postcodes, ward names, local authority areas
- Frequency and duration of activity
- Previous outcomes if you have them — “82% of participants reported increased confidence”
- Financial figures — total project cost, match funding, cost per beneficiary
5. Show your match funding if you have it
Many funders explicitly prefer — or require — that you're raising money from multiple sources. Even if you don't have confirmed match funding, showing that you're approaching other funders demonstrates credibility and reduces risk in the funder's eyes.
If you do have match funding confirmed, say so clearly and state the amount and source.
6. Don't exceed word limits — and don't significantly undershoot them
Word limits exist for a reason. Going over suggests poor editing and can disqualify your application outright. Going significantly under suggests you haven't thought deeply about the question. Aim to use 90–100% of the available space, with every word earning its place.
7. Get someone else to read it before you submit
Not just for proofreading — but to check whether it actually makes sense to someone who doesn't work in your organisation every day. If a sentence requires background knowledge to understand, rewrite it. If a reader has to guess what you mean, a funder will simply mark you down.
The bottom line
Grant writing is a skill. It takes time, attention to detail, and a clear understanding of what funders are looking for. If you've been spending hours on applications that aren't coming back positive, it might be worth getting experienced support — even for one application — to understand what a strong submission looks like.
If you'd like to talk through a funding opportunity, get a second opinion on a draft application, or find out what you could realistically apply for right now — get in touch. Discovery calls are always free.