Successful Grant Applications: A Step-by-Step Guide

Early in my career, I became Head of Maths in an inner London school. While I loved the role, there was a strong emphasis on exam results. I wanted students to experience a broader mathematics education—one that enabled them to solve problems and apply their skills in real-world situations.

Applying for grants became a powerful way to enhance classroom learning and create opportunities for projects we were passionate about. Over the years, I secured funding for a wide range of activities: from weekend study residential trips to an enterprise project in Rwanda, from developing outstanding in-school resources to running nationwide CPD programmes to share our ideas.

Grant applications allowed us to extend our impact beyond the classroom, enriching student experiences and advancing professional development for educators. Throughout my career, I’ve continued to bid for grants to support the innovative work of schools.

If you’re looking to submit a successful application, here’s my step-by-step guide to help you get started.

Step 1: Know Your Goals, but Stay Flexible

When searching for grants, it’s important to have a clear understanding of what you want to achieve. However, flexibility in your approach is just as crucial.

Take the time to identify grants that align with your needs, but don’t expect to find one that perfectly matches your vision. From my experience, knowing your desired outcomes while being open to different methods can help you secure funding and align more closely with the funder’s priorities.

For instance, you might wish to implement a project across your entire school but discover a grant that funds only pilot programmes targeting disadvantaged students. By adapting your approach, you can still work toward your larger goal while demonstrating a phased and funder-friendly strategy.

Being flexible in your approach not only increases your chances of success but also helps build a stronger case for future funding opportunities.

Step 2: Understand the Grant You’re Applying For

Before you start your application, take time to thoroughly understand the grant. Gather as much information as possible from the funders. For example, do they offer a phone call or consultation to discuss the grant? If so, take advantage of this opportunity—not only to confirm that the grant is right for your needs but also to gain insight into their key priorities and focus areas.

It’s also essential to review their funding history. Look at the types of projects they have and haven’t supported in the past. This will give you a clearer picture of what aligns with their goals and how best to tailor your application.

By understanding the funder’s perspective, you’ll increase your chances of crafting a compelling and relevant proposal.

Step 3: Write the Grant Application in Their Language

When completing your bid, pay close attention to the terminology used by the funders and reflect it in your bid. This isn’t just about using the right words; it’s about showing that you understand their values and priorities. For instance, if the grant documentation refers to “students with additional needs” rather than “special educational needs,” adopt their phrasing—provided it aligns with your project. Mirroring their terminology demonstrates your attention to detail and reinforces your commitment to addressing their specific goals.

Step 4: Evidence, Evidence, Evidence

A strong application relies on demonstrating a clear need for your project and showing how it will deliver measurable results. Start by gathering evidence you already have—such as data, feedback, or case studies—that highlights the issue you aim to address. Then, design your approach to ensure it remains evidence-informed throughout. Plan how you’ll test, refine, and evaluate your project as it progresses to maximise its impact. Funders want to see that their investment will make a tangible difference, so outline your evaluation strategy from the start. Show them you’ve thought carefully about how to measure success and how the funding will create lasting, meaningful change.

If you’ve invested time in writing a bid, it’s always worth putting in a little extra effort to go the extra mile. There’s no point in applying unless you’re truly in it to win it.

Think about what else your bid might need to make it even stronger. Revisit the grant criteria and carefully assess how well your application aligns with what the funders are looking for. Grab a highlighter and physically mark the sections in your bid that demonstrate you meet the requirements. Are there any areas that need more detail or clearer evidence?

If possible, ask someone you trust to review your bid. A fresh pair of eyes can often catch things you might have missed, offering valuable insights and suggestions. This collaborative approach can ensure your bid is polished, compelling, and ready to make a lasting impression.

Writing a successful grant application can feel like a daunting task, but with the right approach, it’s an opportunity to create meaningful change. By setting clear goals, understanding the grant’s priorities, crafting your bid in the funder’s language, and backing your project with evidence, you can maximise your chances of success.

Grants have the power to transform ideas into reality, whether it’s enhancing student experiences, advancing professional development, or supporting innovative projects that extend far beyond the classroom. The extra effort you put into refining your application can make all the difference.

Remember: every grant application is a chance to tell your story, showcase your vision, and build something truly impactful. Be strategic, be persistent, and above all, be in it to win it. Good luck!