How to Prepare an NGO Grant Application: Sample Format

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How to prepare an NGO grant application – A grant application is a formal request submitted by an organisation to a funder seeking financial or other support for a specific project, programme or organisational initiative.

Important: The format provided in this article is a sample format for general guidance. It is not an official or universally applicable grant application form.

Grant application requirements differ considerably between funding agencies and programmes. Before preparing an application, an NGO should always check the original funding opportunity and the official website or application instructions of the respective funding agency.

Some funders may provide their own grant application form or require applicants to complete an online application. Others may ask for a concept note, project proposal, budget and supporting documents to be uploaded through an online portal. Some may require an Expression of Interest (EOI) or Letter of Intent (LOI) before inviting a full application.

Applicants should therefore use the sample in this article only as a guide to understand the information that may be required. Where a funder has provided a prescribed format, questionnaire, online application form or specific document requirements, those instructions should take priority.

The sample below provides a general structure that an NGO can use to understand the main components that may be included in a grant application when no prescribed format has been provided.

Sample NGO Grant Application

[NGO LETTERHEAD]

GRANT APPLICATION

Project Title:
[Name of Proposed Project]

Submitted to:
[Name of Funder]

Submitted by:
[Full Legal Name of NGO]

Date:
[Day Month Year]

  1. Organisation Information

Organisation Name:
[Full Legal Name]

Legal Status:
[Trust / Society / Nonprofit Company / Foundation / Other]

Year Established:
[Year]

Registration Details:
[Registration number and applicable legal framework]

Head Office:
[Address]

Geographical Areas of Operation:
[States / regions / countries]

Primary Areas of Work:
[Main thematic areas]

Website:
[Website]

Contact Person:
[Name and designation]

Email:
[Email]

Telephone:
[Telephone]

  1. Executive Summary

[Full Legal Name of NGO] proposes to implement [Project Name] in [location] over a period of [duration].

The project aims to address [brief description of the problem or need] affecting [target beneficiary group].

The proposed intervention will focus on [brief description of the main activities].

The project is expected to reach approximately [number] beneficiaries and contribute to [main expected results].

The total estimated project cost is [amount and currency], of which [amount] is requested from [funder].

  1. About the Organisation

[Full Legal Name of NGO] was established in [year] with the mission of [brief mission statement].

The organisation works in [geographical areas] and focuses on [main programme areas].

Its current programmes include [brief description of current activities].

The organisation has experience working with [beneficiary groups] and has implemented programmes related to [relevant areas].

  1. Organisational Experience Relevant to the Project

Describe previous projects that are directly relevant to the proposed intervention.

Selected experience:

  • [Project Name] – [Location] – [Period] – [Funder / Partner]
  • [Project Name] – [Location] – [Period] – [Funder / Partner]
  • [Project Name] – [Location] – [Period] – [Funder / Partner]

Brief description:

[Explain what the organisation did, who benefited, the geographical coverage, duration and important results.]

Only relevant and verifiable experience should be included.

  1. Project Background and Problem Statement

Describe the problem the project intends to address.

Explain:

  • What the problem is
  • Who is affected
  • Where the problem occurs
  • The scale or significance of the problem
  • The factors contributing to the problem
  • Existing gaps or limitations
  • Why the proposed intervention is needed

Where possible, support the problem statement with reliable evidence, research, community-level information or relevant data.

  1. Target Beneficiaries

The primary beneficiaries of the project will be:

[Describe the target group.]

Indicative number of direct beneficiaries:

[Number]

Indirect beneficiaries, where applicable:

[Number]

Geographical area:

[Location]

Explain how beneficiaries will be identified and selected.

  1. Project Goal

The overall goal of the project is:

[State the broad change the project seeks to contribute to.]

  1. Project Objectives

The project objectives are:

  • Objective 1: [Specific objective]
  • Objective 2: [Specific objective]
  • Objective 3: [Specific objective]

Objectives should be realistic and connected to the identified problem and expected results.

  1. Proposed Activities

The project will undertake the following activities:

Activity 1: [Name of activity]

[Brief description of what will be done, who will participate and where it will take place.]

Activity 2: [Name of activity]

[Brief description.]

Activity 3: [Name of activity]

[Brief description.]

Activity 4: [Name of activity]

[Brief description.]

Activities should directly contribute to the project objectives and expected results.

  1. Expected Outputs

The immediate outputs expected from the project include:

  • [Output 1]
  • [Output 2]
  • [Output 3]

Outputs should describe the direct products or services resulting from project activities.

  1. Expected Outcomes

The project is expected to contribute to the following outcomes:

  • [Outcome 1]
  • [Outcome 2]
  • [Outcome 3]

Outcomes should describe the changes expected among beneficiaries or within the target community as a result of the intervention.

  1. Implementation Approach

Describe how the project will be implemented.

Include:

  • Implementation methodology
  • Community participation
  • Staff responsibilities
  • Partnerships, where applicable
  • Beneficiary identification
  • Activity scheduling
  • Field-level coordination
  • Risk management

Explain why the proposed approach is appropriate for the identified problem and beneficiary group.

  1. Project Location

The project will be implemented in:

[Village / Town / District / State / Region / Country]

Explain why this location has been selected and whether the organisation already has a presence or relevant experience there.

  1. Project Duration

Proposed duration:

[Number of months / years]

Proposed start date:

[Date]

Proposed end date:

[Date]

  1. Project Work Plan

Provide a schedule showing when major activities will take place.

Example:

Activity 1 – [Month 1–2]

Activity 2 – [Month 2–4]

Activity 3 – [Month 4–8]

Activity 4 – [Month 9–12]

The detailed work plan should be consistent with the project activities and budget.

  1. Monitoring and Evaluation

The organisation will monitor project implementation and progress using appropriate indicators.

Monitoring may include:

  • Activity records
  • Beneficiary records
  • Attendance and participation data
  • Field visits
  • Progress reports
  • Output indicators
  • Outcome indicators
  • Beneficiary feedback
  • Periodic reviews

The organisation will document progress against the agreed objectives and report results to the funder according to the required reporting schedule.

  1. Sustainability

Explain how the benefits of the project may continue after the funding period.

Possible elements include:

  • Community participation
  • Local capacity building
  • Skills transfer
  • Institutional strengthening
  • Local partnerships
  • Income-generation mechanisms where appropriate
  • Integration with existing programmes
  • Follow-up support

Sustainability arrangements should be realistic and appropriate to the project.

  1. Organisational Capacity

Describe the organisation’s ability to implement the proposed project.

Include relevant information about:

  • Project management
  • Programme staff
  • Technical specialists
  • Field personnel
  • Financial management
  • Procurement
  • Monitoring and evaluation
  • Documentation and reporting
  • Infrastructure
  • Previous project implementation

The information should demonstrate actual capacity rather than simply listing general organisational strengths.

  1. Risk Management

Identify important risks that could affect implementation.

Example:

Risk:
[Describe the potential risk.]

Potential effect:
[Explain how it could affect the project.]

Mitigation:
[Describe how the organisation proposes to manage the risk.]

Risks may relate to implementation, staffing, beneficiary participation, procurement, weather, access, regulatory requirements, funding or other project-specific circumstances.

  1. Project Budget

The estimated total project cost is:

[Amount and Currency]

Funding requested from the funder:

[Amount and Currency]

Contribution from the NGO:

[Amount and Currency]

Other contribution, if applicable:

[Amount and Currency]

The detailed budget should correspond directly with the activities and implementation period described in the proposal.

For guidance, see:

How to Prepare an NGO Project Budget

  1. Budget Narrative

Provide explanations for significant budget items.

For example:

Personnel:
[Explain the roles, number of staff, duration and calculation.]

Training:
[Explain participant numbers, sessions, materials and unit costs.]

Travel:
[Explain the number of visits and basis for the calculation.]

Equipment:
[Explain why the equipment is required.]

Monitoring:
[Explain the monitoring and evaluation costs.]

The budget narrative should help the funder understand how important costs were calculated and why they are necessary.

  1. Previous Funding and Partnerships

Provide relevant information about previous or current institutional support where appropriate.

Include:

  • Funder / partner name
  • Project name
  • Project period
  • Amount, where disclosure is appropriate
  • Main activities
  • Results achieved

Only provide information that can be verified and that is relevant to the application.

  1. Project Team

Provide details of key personnel responsible for the project.

Example:

Project Director:
[Name and qualifications]

Project Manager:
[Name and qualifications]

Technical Lead:
[Name and qualifications]

Finance / Administration:
[Name and qualifications]

Other relevant personnel:
[Details]

  1. Organisational Policies and Compliance

Where required by the funder, provide information about relevant policies and systems, such as:

  • Financial management
  • Procurement
  • Safeguarding
  • Child protection
  • Prevention of sexual exploitation and abuse
  • Anti-fraud and anti-corruption
  • Data protection
  • Conflict of interest
  • Human resources

Only include policies that are applicable to the organisation and requested or relevant to the opportunity.

  1. Supporting Documents

Attach documents required by the funder.

Depending on the opportunity, these may include:

  • Registration certificate
  • Governing documents
  • Organisation profile
  • Annual report
  • Audited financial statements
  • Relevant project reports
  • Key staff profiles
  • Policies
  • Certificates
  • Letters of partnership or support, where required
  • Other documents specified by the funder

Do not attach unnecessary documents if the funder has specified a limited document list.

  1. Declaration

We confirm that the information provided in this grant application is accurate to the best of our knowledge.

We confirm that the proposed project is consistent with the organisation’s experience, capacity and programme priorities.

We understand that submission of this application does not constitute a guarantee of funding or approval. Any funding decision will be made by the respective funder according to its own assessment and selection process.

Authorised Representative:

Name:
[Name]

Designation:
[Designation]

Organisation:
[Full Legal Name of NGO]

Signature:
[Signature]

Date:
[Date]

Official Stamp:
[If applicable]

Important Notes Before Submitting a Grant Application

The sample format provided in this article is for general guidance. It should not be treated as an official application format for any particular funding agency.

Before preparing or submitting a grant application, an NGO should:

  • Read the complete funding opportunity and application guidelines.
  • Check the official website or application portal of the funding agency.
  • Check whether the funder has provided its own application form or prescribed format.
  • Check whether the application must be completed online.
  • Check whether documents must be uploaded through an online portal or submitted by email.
  • Check exactly which supporting documents are required.
  • Follow any prescribed questions, word limits, page limits or document formats.
  • Confirm eligibility before investing substantial time in the application.
  • Make sure the proposed project addresses the funder’s stated priorities.
  • Use accurate and verifiable organisational information.
  • Include only relevant past experience.
  • Ensure that the beneficiaries and geographical area are clearly defined.
  • Make sure that objectives, activities, outputs and outcomes are logically connected.
  • Ensure that the work plan matches the activities.
  • Ensure that the budget matches the activities and duration.
  • Check all calculations and proposed costs.
  • Review the eligibility of proposed costs.
  • Attach only the documents requested or relevant to the application.
  • Follow the specified submission procedure.
  • Submit before the stated deadline.
  • Keep a complete copy of the submitted application and supporting documents.

Funding agencies may change their application procedures, requirements and formats from one programme or funding cycle to another. NGOs should therefore rely on the current official guidelines for the particular funding opportunity they are applying to.

A grant application should begin with assessment and project planning, not simply with filling in a form. The organisation should first establish that the opportunity is suitable, that it meets the eligibility requirements and that it has the relevant experience and capacity to undertake the proposed project.

Once this has been established, the NGO can develop the project, prepare the required documents and complete the funder’s application process.

Related Project Development Resources

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