Grant Application Documents: A Checklist for Groups
The documents funders usually ask for: governing document, accounts, bank statement, safeguarding and other policies. A checklist to get ready before you apply.
Good grant applications often get held up by paperwork rather than the idea: a bank statement that is too old, unsigned accounts, or a safeguarding policy in a partner's name. Funders tend to ask for similar documents, so one tidy folder saves a lot of time. Here is what to have ready, with examples from three major funders.
Last checked: 2 November 2026. Funder requirements below were checked on each funder's own pages.
The core documents almost every funder asks for
Your governing document. This is your constitution, trust deed, or articles of association. Funders read it to check your aims match their funding and that you are not for profit. BBC Children in Need also looks for a dissolution clause or asset lock, saying where your money goes if you close.
Your latest accounts. Usually the most recent full year, signed and dated by a trustee or committee member. More on this below.
A recent bank statement. Funders use it to check the account they will pay into.
Details of the people in charge. Expect to name two or more people who are not related to each other.
Policies. Safeguarding above all, plus any that fit your work.
If you don't yet have a governing document or a bank account in your group's name, start with our guide to grants without a charity number.
What three funders ask for
- National Lottery Awards for All England (£300 to £20,000) needs a bank statement from the last three months showing your organisation's legal name, address, account number and sort code. If your account is newer than that, send a bank welcome letter. It asks for two unrelated people, both living in the UK and each with their own email address: a main contact and a senior person legally responsible for the grant. You also need at least two unrelated board or committee members.
- BBC Children in Need Project Costs wants accounts no more than 18 months old, signed by a member of your governing body, with an income statement and balance sheet. It does not accept micro accounts, and documents should be in a format that can't be edited, such as PDF. Your governing body needs at least three members, one of them independent.
- Garfield Weston Foundation Regular Grants need at least one year's accounts. You upload either examined or audited accounts, or your Charity Commission annual return, with your proposal as a PDF or Word document.
Policies: which ones and how detailed
If you work with children or adults at risk, a safeguarding policy is essential. Awards for All requires one in that case, and Children in Need sets out the most detail:
- a safeguarding or child protection policy in your own organisation's name, not a partner's
- clear steps to follow when someone raises a concern
- a named safeguarding lead who works or volunteers for you
- regular training, which it suggests refreshing at least every three years
- background checks, such as DBS checks, refreshed regularly
The Charity Commission's guidance on safeguarding for charities and trustees, updated on 8 October 2026, also expects trustees to keep a risk register and review their policies from time to time. Keep policies true to what you actually do, so everyone can follow them.
Accounts when you are new
Being new does not always rule you out. Awards for All accepts groups under 15 months old that don't yet have yearly accounts. Children in Need asks for a financial forecast instead, showing expected income and spending and how you plan to raise funds. Garfield Weston is the exception: it asks you to wait until you have a full year of accounts.
If you are a charity in England or Wales, check whether your accounts need an independent examination under the new thresholds. Our guide to charity accounting thresholds explains the figures.
Documents for building projects
Capital bids need more. Garfield Weston, for example, expects any planning permission to be in place before you apply, at least 20 years left on a lease if you don't own the building, cost estimates no more than three months old where possible, and photos of the building.
Keeping a ready-to-send folder
Keep one shared folder, owned by the group rather than one person. Save each document as a PDF with a clear name and date, and refresh the bank statement every quarter, since Awards for All wants one from the last three months.
Checklist
| Document | Check before you send |
|---|---|
| Governing document | Current, with your aims and a dissolution clause |
| Latest accounts | Signed and dated, no more than 18 months old |
| Bank statement | Last three months, shows your group's legal name |
| Two contacts | Unrelated, UK addresses, separate email addresses |
| Committee list | At least two unrelated members (three for Children in Need) |
| Safeguarding policy | In your own name, with a named lead |
| Budget and quotes | Recent, with a contingency for building work |
Questions people ask
Can we use another organisation's safeguarding policy? Not for Children in Need, which only accepts a policy in your own name. Adapting a template is fine, as long as it reflects how you work.
Can someone write the application for us? Check first. Awards for All will not accept applications written by consultants or bid writers.
Next, see how to write a grant application and our guide to grants for community groups.
Ready to apply? GrantMatch Premium helps you plan your application and get a first draft. Try Premium free for 14 days, no card needed. See what's included.
We check funder details on each funder's own website before publishing. Funders do change their rules, so always confirm on their site before you apply.