Grant Writing Guide

Horizon Foundation Internal Document
Last Updated: March 2024
Owner: Amara Osei, Fundraising & Partnerships Manager

Overview

This guide provides our team with practical tools and processes for identifying, applying for, and managing grants that align with Horizon Foundation's mission. With our current funding landscape becoming more competitive, having a systematic approach to grant writing is essential for maintaining and expanding our programs.

Note: This guide should be read alongside our Strategic Plan 2023-2026 and our most recent Impact Report. Maya has requested that all grant applications over $50,000 be reviewed by her before submission.

Finding Grant Opportunities

Primary Sources

Government Portals - GrantConnect (federal): Check weekly for new opportunities. Craig has login credentials. - WA Department of Communities: Our main source for community services funding. Amara monitors this daily. - City of Perth and other local councils: Often have small community grants ($2,000-$15,000)

Foundation Databases - Our Community Grant Finder: Subscription renewed through June 2024 - Australian Environmental Grantmakers Network: Useful for our Community Gardens program - Philanthropy Australia: Access through our membership (expires December 2024)

Corporate Partners - Maintain relationships with existing partners (see Partnership Database in SharePoint) - Westpac Foundation: Next round opens August 2024 - BHP Community Partnerships: Rolling applications, but best to submit in Q1 - Rio Tinto: Focus on regional programs - good fit for our Pilbara expansion

Opportunity Tracking

All potential grants should be logged in our Grant Tracker spreadsheet (Finance folder, SharePoint) within 48 hours of identification. Include: - Funding body - Application deadline - Funding amount - Eligible programs - Application complexity (Simple/Moderate/Complex) - Probability assessment (High/Medium/Low)

Pat usually helps with initial research during quiet periods - she's particularly good at finding smaller community grants.

Application Process

Pre-Application Phase

Eligibility Check (30 minutes)
Confirm we meet all criteria
Check if we've applied before (search email archives)
Verify our ABN/DGR status is current
Strategic Alignment Assessment (1 hour)
Does this advance our 2023-2026 strategic priorities?
Which programs would benefit?
Is the timeline realistic given our current capacity?
Go/No-Go Decision
Jess makes final call on program fit
Craig reviews budget implications
Maya approves applications >$50,000

Application Development

Timeline: Allow minimum 3 weeks for applications over $25,000

Week 1: Research & Planning - Download all guidelines and assessment criteria - Research the funding body's recent grants (annual reports, websites) - Draft project outline and budget framework - Identify required supporting documents

Week 2: Drafting - Write first draft following structure below - Gather statistics and evidence - Develop detailed budget - Collect required attachments (policies, financial statements, etc.)

Week 3: Review & Refinement - Internal review (see Review Process below) - Incorporate feedback - Final proofread - Submit 24-48 hours before deadline

Standard Application Structure

Most grants follow this format. Adapt as needed:

1. Executive Summary (200-300 words)

Organization overview
Project summary
Funding request and impact statement
Write this section last

2. Organization Background (300-500 words)

Standard paragraph: "Horizon Foundation has been supporting disadvantaged communities across metropolitan and regional Western Australia since 2012. We deliver programs in youth employment, digital literacy for seniors, community health, and emergency relief, reaching approximately 1,200 people annually across 15 communities."
Track record and credibility indicators
Current programs and achievements
Governance structure (brief)

3. Project Description (800-1200 words)

Need: Use data from our Community Needs Assessment (2023) plus local statistics
Solution: Detailed project plan including activities, timeline, and methodology
Innovation: What makes our approach unique or evidence-based
Community Engagement: How communities are involved in design and delivery

4. Outcomes & Evaluation (400-600 words)

Specific, measurable outcomes aligned with our Logic Models
Evaluation methodology (refer to our Evaluation Framework)
How results will be shared and used for improvement
Long-term sustainability plans

5. Budget & Justification (varies)

Use our standard budget template (see Templates section)
Include narrative explaining major costs
Show co-funding and in-kind contributions
Craig must review all budgets before submission

Budget Development

Standard Budget Template

Download current template from SharePoint: Templates/Grant Budget Template 2024.xlsx

Key principles: - Personnel costs typically 60-70% of project budgets - Include 15% administration overhead where allowable - Show realistic timeframes (avoid cramming activities) - Include evaluation costs (usually 5-10% of total project)

Common Budget Items

Personnel (use current salary rates from HR) - Project Coordinator: $75,000 + 30% on-costs - Community Engagement Worker: $65,000 + 30% on-costs - Casual facilitation: $45/hour

Program Delivery - Workshop materials: $50-100 per participant - Venue hire: $200-500 per full-day workshop - Transport/travel: Use LGOV rates - Equipment: Include quotes for items >$1,000

Administration - Phone/internet allocation: $150/month per FTE - Insurance allocation: $800 per FTE per year - Audit/compliance: $3,000-5,000 for large grants

Note: Our indirect cost rate was recalculated in January 2024 - check with Craig for current figures.

Application Review Process

Internal Review Team

Programs: Jess Warburton (mandatory)
Finance: Craig Donovan (mandatory for budgets >$15,000)
Partnerships: Amara Osei (optional but recommended)
External: We occasionally engage retired CEO Margaret Williams for major applications

Review Checklist

[ ] All selection criteria addressed
[ ] Word limits adhered to
[ ] Budget balances and aligns with narrative
[ ] Required attachments included
[ ] Contact details and ABN correct
[ ] Submission method confirmed (online/email/post)

Tips from Successful Applications

Based on our successful grants 2022-2024:

What Works

Community voice: Include quotes from participants/community members
Partnerships: Demonstrate genuine collaboration with other organizations
Evidence base: Reference research and best practice models
Local data: Use suburb-level statistics where possible (ABS, council reports)
Clear outcomes: Specific numbers and timeframes

What Doesn't Work

Generic applications that could apply to any organization
Overly ambitious timelines
Budgets that don't add up or seem unrealistic
Jargon without explanation
Lack of evaluation planning

Winning Elements from Recent Successes

Lotterywest Digital Seniors Program ($185,000, 2023) - Strong partnership with Curtin University - Clear progression pathway for participants - Innovative use of peer mentoring - Detailed sustainability plan

Commonwealth Emergency Relief Fund ($95,000, 2024) - Quick response to urgent community need - Existing infrastructure and relationships - Simple, scalable delivery model - Strong financial controls

Common Challenges & Solutions

Challenge: Tight Deadlines

Solution: Maintain a rolling list of "shovel-ready" projects that can be quickly adapted for opportunities

Challenge: Complex Assessment Criteria

Solution: Create a criteria matrix and address each point explicitly with subheadings

Challenge: Budget Restrictions

Solution: Be creative with in-kind contributions and volunteer hours. Our volunteer time is valued at $25.43/hour (current national rate).

Challenge: Competing Priorities

Solution: Quarterly grants planning meeting to align opportunities with program priorities

Post-Submission Management

If Successful

Send thank you note within 48 hours
Set up project in our grants management system (Smartygrants)
Schedule kick-off meeting with delivery team
Add reporting dates to shared calendar
Invoice first payment if applicable

If Unsuccessful

Request feedback if available
Update our grants database with outcome
Consider if proposal can be adapted for other funders
Schedule debrief with application team

Compliance & Reporting

Acquittal Requirements

Financial reports due within 60 days of project completion (standard)
Impact reports vary by funder (usually 30-90 days)
Some funders require quarterly progress reports

Record Keeping

Maintain all grant files for 7 years minimum
Keep receipts and timesheets in project-specific folders
Document any variations or challenges for final reporting

Relationship Management

Send annual updates to major funders even between grants
Invite funders to events where appropriate
Share relevant media coverage and recognition

Resources & Templates

SharePoint Location

All templates and examples: Shared Documents/Fundraising/Grant Resources/

Key Templates

Grant Budget Template 2024
Project Logic Model Template
Community Consultation Summary Template
Evaluation Plan Template
Standard Organization Description (updated March 2024)

Contact Information

Grants questions: Amara Osei (amara@horizonfoundation.org.au)
Budget queries: Craig Donovan (craig@horizonfoundation.org.au)
Program alignment: Jess Warburton (jess@horizonfoundation.org.au)

This guide will be updated quarterly or after significant grant outcomes. Next review: June 2024.

For urgent grant opportunities with less than 2 weeks' notice, email the leadership team immediately for expedited review process.