Grant writing tips and tricks

Grant applications are about good planning, clear communication and telling your story well. This page includes practical tips to help you plan, write and submit a strong grant application. 

Start by reading the guidelines

  • Check eligibility – for your organisation and what you’re applying for
  • Read the assessment criteria – this is what your application will be scored against
  • Note key dates, including the closing date and outcomes date. Most grants do not fund activities that start before funding outcomes are announced, so plan your event or project timeline carefully.
  • Check required attachments and make sure you can provide them by the application deadline

Be clear on what you’re delivering

You should be able to explain your event, project or initiative in a few sentences.

  • What are you doing?
  • Why is it needed? What opportunity, problem or gap does it address?
  • Who is it for, and how many people do you expect to reach or involve?
  • How does it benefit the community?

If this isn’t clear to you, it won’t be clear to an assessor.

Plan it well

  • Strong applications are based on strong planning.
  • Check grant deadlines early
  • Map out preparation, delivery and follow-up
  • Allow time to collect outcomes and information for your acquittal report
  • Use a simple project plan, timeline or run sheet
  • Identify any permits, licences, insurance or approvals needed
  • Understand your costs and obtain quotes, if required

Partnerships and collaboration

Working with others can strengthen your application.

  • Explain who your partners are and why they’re involved
  • Explain how your project aligns with Council’s goals and demonstrates clearbenefits for the Logan community
  • Clearly outline each partner’s role (delivery, promotion, expertise, resources)
  • Show how collaboration avoids duplication and increases impact

A partnership is about working together toward a shared goal, not just paying someone to deliver a service. Each partner should bring something meaningful to the project, such as skills, knowledge, networks or resources. Partnerships don’t need to be complex – they just need to be genuine and clearly explained.

Tell your story clearly

Assume the assessor knows nothing about your organisation or what you want to deliver.

  • Avoid jargon and acronyms
  • Explain the need and the impact in plain English
  • Answer each question in full - it’s often linked to the assessment criteria that you’llbe scored against
  • Use dot points as much as possible
  • Make it easy for someone outside your organisation to understand

Tip: Ask someone who knows nothing about your project to read your application – if they “get it”, you’re on track.

Use data to support your case

Good stories are stronger with evidence.

  • Use public data (e.g. profile.id, Australian Bureau of Statistics, Funding Centre statistical tools)
  • Include your own data where relevant (attendance numbers, growth, waitlists,feedback)
  • Use statistics to support why your project or event is needed
  • If your project or event has been delivered before, include clear evidence of its pastsuccess

Keep it relevant – a little data goes a long way.

Build a clear and realistic budget

Your budget should match your project plan and clearly show you can deliver what you are proposing.

  • Break costs down clearly
  • Ask yourself: will I be able to provide a receipt for this cost?
  • Check the guidelines to make sure you aren’t applying for an ineligible item
  • Include in-kind support (e.g. volunteer time, donated venue, materials, staff time)
  • Quotes always strengthen your application
  • Consider finding other income sources (e.g. sponsorship, donations, fundraising) - this can strengthen your project and help maximise community benefit

Promotion and participation

Describe how you will promote your project or event and support people to get involved.

  • Explain how you’ll promote it
  • Identify who you’re aiming to reach
  • Explain how people will register or participate
  • Describe how you’ll encourage strong attendance or ongoing engagement

Have your documents ready

Most grants require supporting documents. Common examples include:

  • Public liability insurance
  • Quotes
  • Project plans or event run sheets

Having these ready early reduces last-minute stress.

Focus on outcomes, not just activities

Funders want to understand the difference your funding will make.

  • What impact do you want to achieve?
  • How will you measure what you deliver and whether it was successful? (e.g. surveys, feedback, attendance, testimonials, photos)
  • How will this project or event be sustained, built on, or create ongoing benefits for the community?
  • Plan ahead to capture good news stories, positive outcomes or participant testimonials that can be shared with the grants team.

Think about your acquittal report early

Acquittals are part of the grant process.

  • Keep receipts and records from the start
  • Take photos during delivery to provide evidence
  • Ensure spending matches approved budget items
  • If things change, request a variation early

Planning for your acquittal during the application stage makes reporting much easier at the end.

Tip: Take photos of receipts as you go and save them in one folder to make reporting easy.

Grants are competitive

Not all good projects receive funding.

  • Consider other funding sources such as donations, sponsorships or fundraising
  • Multiple income streams can strengthen your application
  • Working with partners can spread costs, share skills, and strengthen outcomes

Need more help?

Refer to:

If you need help, please contact the Community Grants Team at grants@logan.qld.gov.au or call 07 3412 4033.

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