Common documents required for grant applications

These establish that the applicant is the legal entity it claims to be.

• Certificate of incorporation, or equivalent registration documentation
• Constitution and bylaws, where the funder requests them
• Charitable registration information, including the registration number where applicable
• Business or other registration numbers used in official filings

Unincorporated groups are eligible for some programs and not others, and some programs allow applications through a trustee or sponsoring organization. Confirm which applies before assuming either.

• Current board list with names and roles
• Officer roles and signing authority
• Governance policies, where requested
• Conflict-of-interest policy
• Board approval documentation, such as a motion or resolution authorizing the application

Board approval is often the item with the longest lead time, because it depends on a meeting schedule you do not control.

• Audited financial statements
• Reviewed financial statements
• Internally prepared statements
• Current approved operating budget
• Project budget, often in the funder's template
• Year-to-date financial information

Required assurance levels differ between funders, and often depend on the size of the request or the organization's revenue. Some funders accept internally prepared statements below a threshold and require an audit above it. This guide does not provide accounting advice; your finance staff or professional advisors should confirm what your organization can produce.

• Strategic plan
• Operational or annual plan
• Most recent annual report
• Organizational chart

These are used to assess stability and direction. A plan that expired two years ago can raise more questions than it answers.

• Detailed project description
• Work plan with activities and responsibilities
• Implementation timeline
• Project budget with notes on assumptions
• Evaluation plan describing what will be measured and how
• Risk plan or mitigation summary, where required

• Letters of support
• Partnership letters describing a specific role
• Memoranda of understanding
• Written confirmation of cash or in-kind contributions

Where a budget line is significant, funders may ask you to show how the figure was set.

• Supplier quotations
• Contractor estimates
• Equipment pricing
• Facility or renovation estimates

Quotes have expiry dates. If the program allows a long period between application and decision, note when a quote will need refreshing.

Certain programs, particularly those involving facilities, events or vulnerable populations, may request:

• Certificates of insurance, sometimes with specified coverage levels
• Permits for the activity or the site
• Licences relevant to the service being delivered
• Regulatory approvals

Some funders may request:

• Reports from previous grants, particularly their own
• Past project outcomes
• Audited results for previously funded work
• A summary of organizational track record in the relevant area

Outstanding reports on an earlier grant can block a new application with the same funder. It is worth checking that nothing is overdue before you begin.

Keep current copies in one place, with clear dates in the filenames — for example board-list-2026-06.pdf rather than board list final v3.pdf. A workable set of categories:

Suggested folder structure

• 01 Governance
• 02 Financial
• 03 Organization
• 04 Programs
• 05 Projects
• 06 Partnerships
• 07 Evaluation
• 08 Grant history

The structure matters less than the discipline of putting the current version in it when something changes.

Set a recurring reminder — quarterly is usually enough — to check whether:

• Board membership has changed since the last board list was saved
• Financial statements are the most recent completed year
• The operating budget has been approved for the current year
• Insurance has expired or coverage has changed
• The strategic plan has been replaced or extended
• Contact details, addresses and signing authorities are still accurate