Guide to preparing a competitive grant application
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Learn how to prepare competitive grant applications for Resilience and Risk Reduction (Non-DRFA) Funding Programs
Grant funding is competitive and applications are assessed against published program objectives and assessment criteria. Applicants should ensure their responses are clear, structured coherently, evidence-based and demonstrate how the proposed project aligns with the objectives of the funding program.
Assessors may be required to review a large number of applications. Well-structured applications that clearly address each assessment criterion and are supported by appropriate, verifiable evidence are generally easier to assess and score.
These tips have been developed to assist applicants preparing submissions for resilience and risk reduction funding programs outside the Commonwealth Government’s Disaster Recovery Funding Arrangements.
Tip 1 - Review the program documentation
Before you begin writing your application:
- Familiarise yourself with the grant guidelines, application form and assessment process.
- Confirm that your organisation and project are eligible.
- Understand the objectives and intended outcomes of the funding program.
- Review the assessment criteria and consider how you will address each criterion with evidence.
- Read all supporting documentation, including terms and conditions, frequently asked questions, application templates and tip sheets.
- Identify any mandatory supporting documentation that must accompany your application.
- Allow sufficient time to prepare, review and submit your application before the closing date.
Assessment criteria are the basis on which applications are scored. Structure your application so that each criterion is addressed clearly and directly, using evidence wherever possible.
Tip 2 - Ensure your project is well defined before writing
Effective grant applications are based on well-planned projects. Before preparing your application, gather the information you will need, including:
- a clear project description
- project aims and objectives
- expected project outcomes
- key personnel and governance arrangements
- project schedule and milestones
- proposed budget, including a breakdown of funding sources
- required resources
- procurement requirements, particularly government requirements
- required approvals or permits
- project risks and mitigation strategies
- measures of project success and evaluation methods
- ongoing maintenance or operational requirements.
Many funding programs require additional documentation such as:
- detailed budgets
- project plans or business cases
- risk assessments and mitigation strategies
- evidence of stakeholder engagement
- maps
- quotations
- letters of support
- technical reports
- feasibility studies and designs.
Identify early who (within your organisation) will contribute to each section of the application and allow sufficient time for review and approvals.
Tip 3 - Research the funding body and previous grant recipients
Understanding previously funded projects can help strengthen your application.
Where information is publicly available, review successful projects from previous funding rounds to identify common characteristics, including:
- alignment with program objectives
- demonstrated community need
- partnerships and collaboration
- measurable outcomes
- value for money
- innovation or good practice
- evidence supporting the proposed solution.
This research can help you understand the types of projects the funding body has previously supported and identify opportunities to strengthen your own proposal.
Tip 4 - Completing the application
Allow enough time to complete the application thoroughly. Most funding programs will not accept late applications unless exceptional circumstances apply.
Assume the assessor has no prior knowledge of your organisation, project or community. Your responses should provide sufficient detail for someone unfamiliar with your project to understand:
- the problem
- why it is important
- how your project addresses it
- how the project will contribute to achieving the program objectives and deliver measurable outcomes.
| Tips for completing the application | Steps and description |
|---|---|
| Address every assessment criterion | Structure your responses so that every assessment criterion is clearly addressed. If a criterion asks multiple questions, ensure each part is answered. Use headings or clear paragraphs where appropriate to make your responses easy to read. |
| Present a clear, evidence-based case demonstrating why the project should be supported | Describe:
Support statements with verifiable evidence wherever possible. Examples include:
Clearly identify who will benefit from the project, including vulnerable communities, critical infrastructure, businesses, environmental assets or other affected groups. |
| Demonstrate organisational capability | Assessors need confidence that your organisation can successfully deliver the project. Provide evidence of:
When describing previous achievements, support your claims with evidence. The STAR (Situation, Task, Action, Result) approach can be useful. For example: ‘Our organisation has successfully delivered five infrastructure projects valued at over $200 million during the past four years, all completed on time and within budget.’ |
| Explain the project outcomes and benefits | Clearly describe:
Where possible, quantify expected outcomes. |
| Demonstrate project readiness | Explain whether:
|
| Demonstrate value for money | Explain why the proposed solution represents an effective use of public funding. Consider including:
|
| Partnerships and community support | Where relevant, explain how stakeholders have been involved in developing the project. Evidence may include:
If submitting a joint application, clearly identify the lead applicant and explain the responsibilities of each partner. |
| Write clearly and consistently | Assessors review many applications. A well-written application that is structured clearly is easier to understand and score. When writing your application:
Be realistic when describing project outcomes. Assessors are looking for achievable, evidence-based claims rather than exaggerated promises. It is also a good idea to incorporate resilience-specific terminology throughout your application, including concepts such as:
|
Tip 5 - Prepare a realistic budget
Your budget is an important part of the assessment and demonstrates your understanding of the project and readiness to deliver it. Ensure your budget:
- is current and based on recent cost estimates or quotations
- includes all project costs
- clearly distinguishes cash and in-kind contributions
- explains how in-kind contributions have been valued
- includes appropriate contingency where permitted
- aligns with the project scope and timeline
- is consistent across the application form and supporting documentation.
Where relevant, explain:
- assumptions used in preparing the budget
- how funding amounts were calculated
- why costs represent value for money.
Before submitting your application:
- confirm requested funding falls within program limits
- ensure all requested expenditure is eligible
- include administrative costs only where permitted
- check calculations carefully
- ensure your organisation has the financial capacity to manage cash flow and any unfunded costs.
Remember that funding recipients are generally required to provide evidence during project acquittal that grant funds were spent on approved activities. Keep detailed financial records, invoices and supporting documentation throughout the project.
Example of a good project budget
The budget below provides sufficient detail to support an informed assessment of the project. Costs are clearly itemised, funding contributions are identified, project milestones align with the proposed expenditure, and the applicant's co-contribution is clearly demonstrated.
| # | Milestone | Timeframe | Total Budget | Commonwealth contribution | Co-contribution |
|---|---|---|---|---|---|
| 1 | Project Plan Development | March 2023 | $10,000 | $10,000 (in-kind) | |
| 2 | Contractor Appointment | June 2023 | $50,000 | $20,000 | $30,000 (financial) |
| 3 | Project Management and Reporting | June 2023 – June 2025 | $15,000 | $10,000 | $5,000 (in-kind) |
| 4 | Stakeholder Engagement (including workshops, information sessions) | July 2023 | $7,000 | $7,000 (donation) | |
| 5 | Construction works, material, (earthworks, drainage) | Sept 2023 – Nov 2024 | $550,000 | $300,000 | $250,000 (financial) |
| 6 | Completion of works | Nov 24 - Jan 25 | $400,000 | $200,000 | $200,000 (financial) |
| 7 | Evaluation and Final Report | March 2025 | $10,000 | $10,000 (in-kind) | |
| 8 | Contingency | Ongoing | $10,000 | $10,000 (in-financial) | |
| TOTAL | $1,052,000 | $530,000 | $522,000 |
Examples of an insufficient project budget
The budget above below does not provide sufficient information to enable an accurate assessment of the project, and does not demonstrate how the applicant's co-contribution will be funded or met.
| # | Milestone | Timeframe | Total Budget | Commonwealth Contribution | Co-contribution |
|---|---|---|---|---|---|
| 1 | Construction | January 2025 | $300,000 | $150,000 | $150,000 |
| TOTAL | $300,000 | $150,000 | $150,000 |
The budget below does not provide sufficient information to enable an accurate assessment of the project. In addition, the proposed project timeline is not considered feasible, and the individual project costs do not reconcile with the total project budget.
| # | Milestone | Timeframe | Total Budget | Commonwealth Contribution | Co-contribution |
|---|---|---|---|---|---|
| 1 | Project Management | March 2023 | $10,000 | $10,000 (in-kind) | |
| 2 | Construction | March 2023 | $280,000 | $180,000 | $100,000 (financial) |
| 3 | Material | March 2023 | $50,000 | $30,000 | $10,000 (financial) |
| TOTAL | $340,000 | $210,000 | $120,000 |
Tip 6 - Develop a realistic project schedule
When developing your project schedule, consider:
- application assessment timeframes
- announcement of successful applicants
- execution of funding agreements
- payment schedules
- procurement timeframes
- planning or regulatory approvals
- environmental, cultural heritage or Native Title approvals
- contractor availability
- seasonal or weather constraints
- delivery and installation timeframes.
Do not assume that projects can commence immediately after funding announcements. In many programs, work cannot begin until a funding agreement/schedule has been executed, or written approval has been provided.
Ensure your organisation can realistically complete the project within the published delivery timeframes. Extensions are not always available.
Tip 7 - Seek an independent review
Before submitting your application, ask someone who has not been involved in developing the project to review it.
Ask reviewers to confirm that:
- every assessment criterion has been addressed
- all mandatory attachments are included
- reputable, relevant and current evidence supports each key claim
- budget figures are consistent
- responses comply with published word limits
- the application clearly aligns with program objectives.
If you engage a professional grant writer or third party to assist with your application, ensure that:
- any required authority or representative forms have been completed
- you understand and approve all information submitted on your behalf
- you allow sufficient time to review the application and attachments before submission
- responsibility for the accuracy of the application remains with your organisation.
Tip 8 - Final submission checklist
Before lodging your application, confirm that:
☐ Your organisation and project are eligible
☐ The project aligns with the published program objectives
☐ The proposed activities are eligible under the program guidelines
☐ Every assessment criterion has been fully addressed
☐ The application clearly demonstrates project need
☐ All key claims are supported by verifiable evidence
☐ Benefits and outcomes are clearly explained
☐ Value for money has been demonstrated
☐ Risks have been appropriately considered
☐ The project schedule is realistic
☐ Budget figures are consistent across all supporting documentation
☐ All mandatory attachments have been provided
☐ Required approvals have been identified
☐ Character and word limits have been met
☐ The application has been independently reviewed
☐ The application will be submitted before the closing date
☐ The application has been authorised by an appropriately delegated officer
Conclusion
Successful applications clearly demonstrate alignment with the funding program objectives, provide evidence of project need, represent value for money and give assessors confidence that the applicant has the capability and capacity to successfully deliver the proposed project within the required timeframe. Taking the time to plan your project, gather supporting evidence and thoroughly review your application before submission will improve its quality and competitiveness.
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Last updated: 8 September 2026.
QRA Reference: DOC/26/49137, DOC/26/58874