Small charities often juggle many roles – one person might manage programmes and write funding bids. Grants (from trusts, foundations or Lottery funds) can be lifelines, but competition is fierce. The key is to be strategic, concise and UK-aware. Here are practical tips to help UK charities win grants, with examples of local funders and resources.
1. Identify and Research UK Funders
Know the landscape
UK grantmakers include trusts and foundations (like the Esmée Fairbairn Foundation, Tudor Trust, Garfield Weston, etc.) and lottery funds (e.g. National Lottery Community Fund). The National Lottery distributes £600m+ a year across various programmes. Don't forget community foundations (local trusts), local councils, and even corporate giving in-kind.
Use UK funding directories
Tools like My Funding Central(for charities with income <£1m) list thousands of UK grants. Similarly, the Directory of Social Change's Funds Online covers 8,000+ UK funders. The Charity Excellence Framework offers a free "Funding Finder" tool and resources in one place. In Scotland, SCVO's Funding Scotland portal (open to all Scottish charities) has 1,000+ funding opportunities.
For a comprehensive list of grant-making organizations managed by major trust companies, check our Ludlow Trust UK Directory which contains details of 367 registered UK charities with grant-making capabilities, all available in a downloadable Excel format.
Once you have a list of potential funders, keep a simple spreadsheet of funders, deadlines and priorities so you don't miss key dates. You may find you get rejected for funding for one project but are invited to apply again at a different time.
Match your mission
Only apply to grants whose aims fit your work. With limited time and resources, it's best to focus on projects that align with your mission.
For each funder, read guidance and past awards: use their website, annual reports or UK tools like GrantNav (an open database of 130+ UK funders' awards). If you see projects like yours funded in your area, it's a good sign. If not, think twice unless you have a strong new angle.
Talk to funders if you can
Many UK trusts welcome a pre-application chat – it's often acceptable to make contact with any known trustees to find out how best to apply. Prepare specific questions (never ask something answered in the guidelines). Also leverage your network: trustees or contacts may have insight on a particular trust.
2. Plan Your Project and Gather Evidence
Define the need and outcomes
Before writing, be clear what the grant will achieve. Articulate the need in terms of beneficiaries and how you'll measure success. As CAF advises, create a "compelling picture of [your] organisation and the difference [it] makes". Align the project's aims with the funder's goals, not just your own wish list.
Involve your community
Many UK funders (especially Lottery funds) expect evidence of community involvement. Show how service users or local people helped shape the project. For example, mention any surveys, focus groups or user feedback you've collected. This demonstrates the project is built on real needs, not just boardroom ideas.
Collect impact stories
Have case studies or quotes ready. Interview beneficiaries or partners for short testimonials. These personal stories make your application vivid. Where allowed, plan to include photos or links to videos – images "bring your work to life" and help funders "inspire empathy". For instance, a photo of your youth music workshop or community choir can illustrate impact far better than text alone.
Example: Visuals can make your case. For Lottery or trust applications, include photos of beneficiaries or events (with consent) to "bring your work to life" and show real impact.
Organise paperwork early
Ensure your charity's details are up to date: charity number, most recent accounts, names of trustees, etc. Esmée Fairbairn's Expression of Interest form, for example, asks for your charity number, total income, trustee count and which of their funding priorities you address. Having these on hand (and confirming any co-funding already secured) saves time. Also, download any sample forms or guidance from the funder (Esmée and others often publish sample EoI or proposal forms).
3. Write Clearly and Persuasively
- Keep it concise and jargon-free. UK funders are busy and read hundreds of applications. Use plain language and short sentences. UKRI reminds us that reviewers are smart but also busy – make their job easy by "provid[ing] a clear rationale for what you're doing… and keep[ing] it concise". Spell out acronyms and use £ signs for amounts. If possible, have someone not involved in the project read your draft – fresh eyes catch jargon and unclear points.
- Tell a compelling story. Lead with impact. Start by briefly stating the problem and how your charity tackles it. Then give a specific example or anecdote. For example: "Every week we support 15 local teens like Sarah, who told us our music workshops gave her confidence and new friends." As one UK grant expert says: "Get the points you want to get across in a succinct and punchy way" because panel members need to find key points quickly.
- Address the funder's questions head-on. Stick to any headings or questions in the application form. If they ask "How will you measure success?", answer that explicitly with numbers or milestones. Use bullet lists or subheadings where allowed to improve readability. For Lottery and larger trusts, also highlight sustainability: will the project continue after the grant ends? UK funders like to see how their money leaves a lasting legacy.
- Show value and proportion. Be realistic about costs and funding asked. The funder will compare your ask to your charity's size and the activities planned. Kate Peters of Surrey Community Foundation warns that if a small charity asks for "much more than their income", funders worry you can't manage it. For example, asking £20,000 when your annual income is £10,000 is a red flag. Ensure your budget matches the scale of work and include co-funders if any.
- Use supporting data. Where possible, include statistics to back up your case. For instance, number of people on the waiting list, % of local need unmet, evaluation results from past work, etc. This evidence strengthens your narrative. However, don't overload with raw data – summarise key figures and explain them.
4. Budget and Supporting Documents
- Detail your budget in £. List how every £ is spent (staff time, materials, overheads). Use tables or spreadsheets if the application allows, but also summarise key points in words. Make sure totals tie out. Mention any 'in kind' support (volunteer hours, donated space) if relevant. If you're VAT-registered, note whether costs include VAT, or if supplies are VAT-free (most charities get VAT relief on applicable costs).
- Gather required documents. Many funders want a copy of your most recent accounts, annual report, safeguarding policy, equality policy, etc. Check the guidelines and attach all requested annexes. Missing documents can delay or disqualify your bid. Keep digital copies organised for the next grant, too.
- Get approval from trustees. Even if you're the main writer, your board of trustees must legally approve grant applications and any contracts. Before finalising, circulate the proposal and budget to a couple of trustees for feedback. They may spot gaps or spot use of UK-specific language (ensure it's "charity" and "trustee," not "non-profit" and "board member" in your text).
5. Review, Submit and Follow Up
- Proofread and polish. Errors can undermine credibility. Check spelling (British English), grammar and that you've answered all parts of the question. Read the form back-to-front or aloud to catch mistakes. Confirm that figures in the narrative and budget match.
- Submit early, if possible. Aim to finish the day before the deadline, giving yourself buffer in case of technical issues (online portals can get slow on deadlines). UKRI advises: "allow plenty of time… plan your application". Deadlines for UK trusts or Lottery funds are often fixed dates (annual rounds), so calendar-planning is crucial.
- Acknowledge and keep copies. After submission, send a polite email thank-you or confirmation to the funder contact. Save your submission receipt and a PDF copy. Log all grant dates and requirements. Many UK funders (especially lottery programmes) have strict reporting schedules; missing a report can affect future grants.
- Prepare for next steps. You may be invited to an interview or site visit. Keep answers concise and align with your written proposal. If you get feedback or are declined, ask if you can learn why – this can improve the next application. And always share good news internally: celebrate grant success with your team and trustees!
Example: Person-centered fundraising. Whenever possible, focus on people – beneficiaries, volunteers or community members – to show the real-world impact of your work. (Photo: a charity support worker with a participant.)
6. Useful UK Resources
- Grant directories and databases: Besides MyFundingCentral and Funds Online (above), explore GrantNav (free UK grant database), Charity Excellence Framework (free funding finder), and the Charity Commission's Data Hub (for registered charities' accounts and trustees).
- Advice and training: NCVO (National Council for Voluntary Organisations) and local Council for Voluntary Service offer bid-writing guides and courses. For example, NCVO's help pages cover drafting and budgeting. Charity Digital UK has practical tips too. In Scotland, SCVO's "Guide to Finding Funding" is very accessible, and SCVO members get one-on-one help.
- Sample forms and templates: Many funders publish sample grant applications. Esmée Fairbairn, for instance, provides sample EoI and proposal forms on its website. Reviewing these can clarify what information to include. Also consider generic templates from institutes like the Chartered Institute of Fundraising.
- Networks and peer support: Join small charity forums (like NCVO Connect or local networks) to ask others about funders. Peer input on draft proposals can be invaluable. Remember, most charities compete for the same funds – sharing experiences makes everyone stronger.
With clear planning, strong evidence and attention to UK specifics, even a tiny charity can craft a winning grant application. Good luck – and remember to celebrate every grant success with your team of trustees and volunteers!