How to Write a Grant Application Letter in the UK
A compelling grant application letter can make the difference between funding and rejection. This guide explains what funders look for and how to structure your letter.
What makes a grant application successful?
Grant funders receive many more applications than they can fund. Successful applications share common characteristics: they are specific and evidence-based, clearly aligned with the funder’s priorities, realistic about what the funding will achieve, and written in plain language that a non-specialist can understand.
What to include in a grant application letter
- —A clear description of your organisation — what you do, who you serve, and your legal status (charity, CIC, parish council, etc.)
- —The specific project or activity you want funded — not a general description of your work
- —The need or problem the project addresses — with evidence where possible
- —The specific amount requested and what it will be spent on
- —The expected outcomes — who will benefit and how
- —How you will measure and report on the outcomes
- —Why this funder is a good match for this project
Major UK grant funders
- —National Lottery Community Fund — ukcommunityfoundations.org
- —Arts Council England — artscouncil.org.uk
- —Sport England — sportengland.org
- —The National Heritage Lottery Fund
- —Local authorities — most councils have community or environmental grants
- —Charitable trusts — search at grantsonline.org.uk or trustfunding.org.uk
Read the funder’s guidance thoroughly before writing. Each funder has specific priorities and eligibility criteria. An application that does not match the funder’s stated priorities will be rejected regardless of how well it is written.
Common reasons for rejection
- —The project does not fit the funder’s priorities or geographic area
- —The organisation is not eligible (wrong legal status, turnover too high or low)
- —The application is vague about outcomes or how the money will be spent
- —The budget is unclear or does not add up
- —The application was submitted after the deadline
Budget tips
Be specific about costs — itemise staff time, equipment, venue hire, transport, and any other expenses. Include any match funding or in-kind contributions, as many funders prefer applicants who are not entirely dependent on their grant. Do not inflate costs — funders are experienced at spotting unrealistic budgets.
Following up after submission
Most funders will acknowledge receipt. If you have not heard within the expected decision timeframe, it is acceptable to follow up politely by email or phone. If rejected, ask for feedback — many funders will provide it, and it is invaluable for future applications.