Grants
Grant Writing Tips for Small Organisations
Practical grant writing tips for small not-for-profit organisations — how to stand out, avoid common mistakes, and submit with confidence.
Small organisations write competitive grant applications by being specific, honest, and directly responsive to what the funder says they want. You don't need polished language or a professional writer. You need to understand the program and make a clear case.
Start with the funder's priorities, not yours
Every grant program has a stated purpose. It might be "building social connection in rural communities" or "supporting youth participation in sport." Before you write anything, find the two or three phrases that appear most often in the program guidelines.
Those phrases are the assessor's checklist. If your project genuinely fits, use that language when you describe it. You are not spinning the truth — you are making the connection obvious.
If your project does not fit, it is better to know that before you spend four hours writing. Not every grant is the right grant for your group. Move on and find one that fits better.
Lead with the need, not your organisation
A very common mistake is spending the first half of an application talking about your group — when it was founded, how many members you have, what you have achieved. Assessors care about the community need first.
Start with the problem. Who is affected? How many people? How do you know?
Specific evidence is powerful even when it is modest:
- A short member survey showing that 60% of your participants cannot afford full-price sessions
- A council demographic report showing a gap in services for a particular group
- Attendance trends that show demand exceeding your current capacity
You don't need academic research. Honest local evidence from people you actually know is often more convincing.
Be concrete about what you will do
Once you have established the need, describe your project clearly. One paragraph per major activity is usually enough. Answer three questions directly:
- What will you do?
- Who will benefit, and approximately how many?
- What will be different for them as a result?
Keep your outcomes realistic. "We expect 35 participants per session to have a regular weekly social connection that they currently lack" is more credible than "we will transform community wellbeing." Assessors have read hundreds of applications that over-promise.
Write a tight, honest budget
The budget is where many small organisations lose marks. Common problems:
- Round numbers that suggest guesswork ($500 for catering, ,000 for supplies)
- Expenses that add up to more than the total
- No other income sources shown, making it look like the group has no skin in the game
A stronger approach:
- Get at least one actual quote for any significant expense
- List every income source: your group's own contribution, in-kind support, other grants
- Show the gap clearly — that is the amount you are asking the funder to cover
- Use specific numbers based on real quotes or past invoices
A budget that is clearly grounded in reality builds trust. It shows you have actually planned the project.
Get your attachments together first
Scrambling for attachments on the day of submission is stressful and risky. Most programs require some or all of:
- Your certificate of incorporation
- A recent financial report (income and expenses from the last financial year)
- Quotes for major expenses
- Letters of support from partner organisations or community leaders
Gather these before you start writing. Request letters of support at least two weeks out — give the writer a one-paragraph summary of your project so it is easy for them to respond. A specific, genuine letter from a local school, health service, or council carries real weight.
For a full breakdown of the application process from start to finish, our guide How to Write a Grant Application That Gets Funded covers each step in detail.
Ask for a review before you submit
When you have been working on an application for hours, you stop seeing it clearly. Ask someone outside your committee to read it. They will spot gaps, ambiguous sentences, and missing answers that you cannot see because you are too close to the work.
Ask your reviewer to check:
- Does each answer actually respond to the question that was asked?
- Are any numbers in the narrative inconsistent with the budget?
- Is anything jargon-heavy or hard to follow?
- Is the total within the word limit?
Then submit at least a day before the deadline. Online portals can be slow on closing day, and a technical problem one minute after the deadline will not get you an extension.
Treat rejection as useful information
Not every application succeeds. If you are unsuccessful, ask for feedback. Many programs offer a brief debrief. Even one sentence from an assessor — "the need was not demonstrated clearly enough" or "the budget did not match the project description" — tells you exactly what to work on next time.
Keep a record of every grant you apply for: the program, the amount, the outcome, any feedback, and the next opening date. Swoop's free Grant Tracker is set up for exactly this. Over two or three rounds, patterns emerge and your applications improve.
After a successful grant: the acquittal
Winning a grant creates an obligation. You must spend the money as described and submit an acquittal report at the end of the project period. The acquittal is not optional — failing to submit it can affect your eligibility for future grants from that funder and sometimes others.
Our guide How to Write a Grant Acquittal Report explains what is typically required and how to make the process straightforward.
A note for small organisations
Small groups often worry they are at a disadvantage in competitive programs. In practice, many grant programs specifically target grassroots organisations. Assessors see a lot of polished, generic applications from larger bodies. An honest, specific application from a small group that genuinely knows its community can easily stand out.
Your size is not a weakness. Your local knowledge and direct connection to the people you serve are real strengths. Use them.
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Want to talk through a specific grant opportunity or get a second opinion on your draft? Book a yarn — happy to help.
Common questions
- What is the most important part of a grant application?
- Demonstrating a clear, specific community need. Assessors fund projects that solve real problems for real people. Everything else — your plan, your budget, your organisation's history — supports that central case.
- How long should a grant application take to write?
- A council or small state grant typically takes 4–8 hours spread over a few days. Larger federal grants can take two to three times that. Starting at least two weeks before the deadline gives you time for quotes, attachments, and a review by someone outside your committee.
- Do small organisations have a disadvantage in competitive grants?
- No. Many programs specifically target small grassroots groups, and assessors often find authentic, community-based applications more compelling than polished ones from larger bodies. Your local knowledge and genuine connection to the need are assets.
- What is the most common reason grants are rejected?
- Applications that do not clearly match the program's stated priorities are the most common reason for rejection. Read the guidelines carefully, use the funder's language, and make the connection between their goals and your project explicit.
- Should we apply for a grant if we are not sure we will win?
- Yes, within reason. Applying builds skills, creates a written record of your project's case, and gives you feedback to improve next time. Just make sure your group can actually deliver what you promise — funders remember groups that do not meet their obligations.