Grant applications require preparation, evidence and planning. Approach each bid as an opportunity to articulate your vision for improving your school, says Justin Smith
With over 5,000 grant funders across the UK and up to £1.5 billion available each year, grant funding remains an attractive proposition for schools and PTAs to finance projects and longer-term initiatives. Securing this funding can transform your school environment and improve educational opportunities for pupils, but the application process often feels daunting.
Whether you’re seeking funds for new technology, building improvements or innovative teaching programmes, understanding the key ingredients of a successful bid is crucial. While there’s no magic formula, there are steps you can take to navigate the application process more effectively, make life easier and, just maybe, catch the eye of a funder.
Learn and improve
First, a reality check. Most funding programmes are oversubscribed, and you’re going to have to work hard to get your voice heard. For example, the National Lottery’s Reaching Communities Fund allocated £388.8 million for successful applicants between April 2024 and March 2025. During this period, they received applications totalling £1.25 billion for this programme alone. We must acknowledge that sometimes, despite our best efforts and the strength of our applications, funders are simply overwhelmed and have to make almost impossible choices.
The important thing is to remain optimistic, keep going and keep learning. Even if an application is not successful, it provides valuable practice and can lead to helpful feedback for future submissions.
Speaking of optimism, it’s worth knowing that many applications are rejected because the project doesn’t clearly align with the funder’s stated criteria. This is an avoidable mistake. The National Lottery says that the primary reason for rejection is that the application ‘fails to show how the lives of beneficiaries will be improved’. In other words, our storytelling isn’t focused enough on the impact our projects will have on the children.
Where to start?
Begin by conducting thorough research into available funding streams. Focus on local funders such as community trusts, the Lions and the Rotary Club. Don’t forget that county councillors often have discretionary funds they can allocate to local causes.
Create a spreadsheet to track potential funders, noting their priorities, deadlines and typical grant amounts. Only apply for grants that align with your genuine needs and the funder’s objectives. Attempting to retrofit your plans to match funding criteria rarely succeeds, as experienced trustees and grant administrators will see through your efforts. Authenticity is key in both storytelling and addressing genuine need.
Success is 80% planning
Preparation is everything. Before you begin, gather your evidence. Find out about your school’s current situation by looking at pupil demographics, achievement levels and any relevant needs assessments. Consult with staff, governors, parents and, most importantly, pupils – their voices add authenticity and demonstrate genuine community engagement. Put yourself in the end user’s shoes. What do they want from this project? What value does it bring? What difference does it make to their time in school? This approach, known as ‘perceptual positioning’, is a helpful way of approaching bid writing. Always aim to see things from the perspective of both the beneficiaries (those who will benefit) and the person funding your project. Develop a clear project plan with specific, measurable outcomes. Avoid vague aspirations, as funders need to understand precisely what you intend to do, when you will do it and how you will measure success.
The number one takeaway
The best funding proposals – and all the successful ones – have something in common: they marry rational arguments with emotional storytelling. Look at some examples of how charities promote their campaigns by bringing facts and figures (the rational argument) to life with relatable stories (the emotional engagement). A well-chosen anonymised case study of a pupil who would benefit can be powerful, provided it’s handled sensitively and with appropriate consent. Done well, this combination creates a powerful sense of connection between the applicant and the potential donor.
Rational argument + emotive storytelling = strong proposition
Making the case
The strongest funding applications present a clear, evidence-based case that demonstrates why funding is needed now. Explain why existing resources are not enough. Funders want to know they’re filling a genuine gap, not duplicating existing provision or funding something that should reasonably be provided from the school’s budget.
Show that you’ve examined all possible alternatives and that you’ve been financially prudent in other areas. Keep in mind that funders may not necessarily request a specific financial contribution. Often, it’s left for the applicant to say how much they are bringing to the party. The key is to focus on what the school and PTA have done to raise these contributed funds, as this demonstrates engagement and shows that the wider school community supports the initiative.
Clear objectives and outcomes
Objectives should be SMART: Specific, Measurable, Achievable, Relevant and Time-bound. Instead of writing ‘improve literacy’, be specific. For instance, say: ‘Increase the percentage of Year 3 pupils achieving age-related expectations in reading from X to Y within 18 months.’ This precision shows you’ve thought through exactly what success looks like, making it easier to measure later.
Distinguish between outputs and outcomes. Outputs are the actions you’ll take, while outcomes refer to the changes that result from those actions. Funders care most about outcomes as they want to see the difference their money will make.
A sustainable legacy
Funders usually want to avoid creating a dependency on their support. They need assurance that the benefits of their funding will continue after it ends. Address sustainability by explaining how you plan to keep the initiative going. Will the project become embedded in everyday practice? Are you building staff capacity that remains in-house? Can you maintain initial equipment purchases using existing budgets? Show you’re thinking about long-term impact, not just immediate gains.
Your track record
Credibility matters. Highlight previous successes, particularly any involving similar projects or other external funding. If you’ve never managed a grant before, acknowledge this honestly but emphasise the project management skills within your team.
Include brief but impressive features about your school: outstanding Ofsted ratings, innovative practices, awards or partnerships with other organisations. Connect your track record directly to your capability to deliver this specific project, using references or testimonials from previous funders to add valuable third-party validation.
Writing style
Write clearly and concisely, avoiding jargon. Stick to the word count and make each sentence earn its place – funders read dozens of applications and will appreciate brevity. Use the active rather than the passive voice (we will, we are). Assessors can tell if your proposal is far-fetched or unrealistic, so do your homework, and be honest in what you’re saying.
Proofread your work meticulously, as spelling and grammatical errors can signal carelessness, making funders question whether you’ll be equally careless with their money. Ask a colleague or even a family member for feedback; a fresh perspective can be invaluable.