How to write a great funding application

Securing funding can sometimes feel like an uphill battle. Whether you’re a small community group or a well-established charity, a well-written funding bid is your key to unlocking resources that make your work possible. The good news is with some practical tips, and an awareness of common pitfalls, you can give your applications the best chance of success.

Why good application writing matters

Funders receive dozens (if not hundreds) of applications for each round of funding. A clear, compelling, and carefully structured bid helps your project stand out. Remember, funders aren’t just looking for a “good cause”—they want to know:

• What difference will your project make, who and how?

• How does it align with their funding priorities?

• How well have you thought it through, how do you know it is needed and who have you consulted?

• How will you measure your impact?

Tips for writing better funding applications

Here are some tried-and-tested ways to strengthen your bids:

• Start with the funder’s priorities

  Always read the guidance notes carefully. Show explicitly how your project meets the funder’s aims. If they’re focused on young people’s wellbeing, make sure your application clearly highlights that connection.

• Tell a compelling story

  Use real examples or short case studies to illustrate the need for your project. Statistics are powerful, but human stories stick in people’s minds.

• Be clear and concise

  Keep sentences short. Avoid jargon or insider acronyms. Imagine you’re explaining your project to someone outside your field.

• Evidence the need

  Back up your claims with local data, research, surveys, and community feedback. Funders want to see that your project is addressing a real gap.

• Show impact and outcomes

  Instead of just saying what you’ll do, explain what will change as a result. For example: “We will run six youth workshops” is an activity; “We will improve confidence and skills in 50 young people by providing 6 workshops”

• Demonstrate capacity

  Briefly explain your track record. Who’s on your team, staff volunteers, people with expertise or lived experiences? Have you achieved other things already? Show that you can deliver.

• Get the budget right

  Be realistic and transparent. Break costs down clearly and avoid padding figures, or being vague about what you are asking for. Funders like to see value for money.

• Have a fresh pair of eyes check it

  Ask a trustee, volunteer, or colleague or GVS to review your draft. They may spot jargon, typos, or unclear explanations.

Mistakes to avoid

Even the strongest causes can stumble if their bids fall into common traps. Here are some to watch out for:

• Copy-pasting the same application or an AI generated generic application

  Funders can tell when your application isn’t tailored. Always adapt your bid to the specific fund, and whilst there is nothing wrong in using AI to help you structure an application, ALWAYS check that what AI has generated for you is accurate and reflects what it is that you do and are applying for.

• Focusing on your organisation or long descriptions of what you do, not the impact

  Avoid writing only about how great your charity is and describing in detail everything that you do. Keep the spotlight on the difference the project will make for people or communities.

• Being vague

  Saying “we will help people in need” is too broad. Specify who, how many, where, and what will change.

• Over-promising

  Be ambitious, but realistic. Funders prefer a project you can definitely deliver over one that sounds impressive but is unachievable.

• Weak or missing budgets

  A sloppy budget is the fastest way to undermine the whole bid. Double-check your maths, make sure costs add up correctly and that what you are asking for is clear.

• Missing deadlines or requirements

  It sounds obvious, but late or incomplete applications and any additional required documents are usually rejected outright. Use a checklist before submission.

Final thought

Think of your funding bid as a conversation with the funder, imagine that they know nothing about what you are trying to achieve, but have a limited time to listen to you. Keep asking yourself, “So what?" How is what you are telling them and choosing to say showing them why your project matters, how it meets their goals, and why you’re the right people to make it happen.

Remember if you are unsure or in doubt you can often contact the funder for clarity, attend a meet the funder session, or contact GVS for support. You can also attend a GVS Funding Fundamentals Course [dates to be advertised shortly]. To register your interest in attending a future course e-mail Training@GVS.wales