Prepare a clear project budget that lists every cost and income source, obtain formal trustee approval recorded in board minutes, and confirm whether the funder requires match funding before you submit. These three steps address the most common reasons small UK charities miss out on £10,000–£20,000 awards from rolling programmes such as National Lottery Awards for All England.
How do I build a project budget that funders accept?
List every direct cost with supplier quotes or recent invoices attached. Include staff time at actual salary rates plus on-costs, equipment, venue hire, materials and a small contingency line if the funder permits it.
Show total project cost, the amount requested from this grant, and any other income such as reserves or donations already secured. Use the same headings the funder uses in its application form.
Keep the budget to one or two pages. National Lottery Awards for All and Asda Foundation both ask for itemised costs and expect the figures to add up exactly to the total project cost.
Attach your most recent approved accounts and a simple cash-flow forecast for the project period if the grant runs longer than six months.
Break costs into clear categories such as personnel, activities, equipment and overheads. Round figures sensibly but avoid estimates that look padded. Funders cross-check totals against quotes, so keep every line realistic and justifiable.
Review the budget against the project timeline. Spread costs evenly where possible and note any seasonal peaks. This helps when the funder asks for a payment schedule or when you later report spend.
What match funding rules apply to £10k–£20k grants?
National Lottery Awards for All England does not require match funding. Many local community foundations and Greggs Foundation Community Action Fund also award 100 per cent of eligible costs.
Some capital programmes, including certain Asda Foundation rounds and Big Give appeals, expect the charity to raise part of the total from other sources. Check the guidance notes for the exact percentage.
If match is required, list confirmed sources in the budget and attach letters of intent or bank statements showing the funds are ring-fenced.
Track any in-kind contributions separately if the funder allows them. Value volunteer time or donated goods at fair market rates and keep records of how you calculated the figure.
When and how must trustees approve a grant application?
Trustees must consider any application that commits the charity to new activity or significant expenditure. Record the decision in formal board minutes that state the project, the amount sought and any risks identified.
The Charity Commission requires trustees to act in the charity’s best interests and with reasonable care. A single trustee cannot approve on behalf of the board unless the governing document allows it.
Send the approved minutes or a signed trustee declaration with the application when the funder requests evidence of governance sign-off.
Hold the meeting far enough in advance to meet the deadline. Circulate papers a week earlier so trustees can ask questions. Note any conditions they set, such as extra reporting or a cap on spend.
Which documents support the budget?
- Latest annual accounts filed with the Charity Commission or OSCR
- Current bank statement showing the organisation’s name and account number
- Quotations or estimates for the three largest budget lines
- Governing document confirming charitable purposes match the project
- Evidence of any match funding already secured
Organisations without recent accounts can use management accounts for the last 12 months plus a trustee-signed income and expenditure statement.
Store these documents in one folder so you can attach them quickly. Name files clearly, for example “2025-Accounts.pdf” and “Project-Quotes-2026.pdf”. This saves time when the application portal asks for uploads.
How do I check eligibility quickly for rolling £10k–£20k funds?
Confirm your organisation type is eligible. National Lottery Awards for All accepts constituted community groups, registered charities, CIOs and CICs. Asda Foundation and Morrisons Foundation typically require registered charity status.
Check the funder’s income threshold. National Lottery prioritises groups with smaller annual incomes.
Verify the project fits the stated priorities and the location rules. Most community funds restrict activity to a defined postcode or local authority area.
Use the UK charity grant eligibility checklist to run a quick check before you start writing. It covers the main points most small groups overlook.
What happens after the grant is awarded?
Sign the funding agreement only after trustees have reviewed the payment schedule, reporting deadlines and any clawback clauses. Record acceptance in the next board meeting.
Set up a separate cost centre or spreadsheet to track spend against each budget line from day one.
Submit monitoring reports on time with receipts or invoices that match the original budget headings.
Keep a copy of every invoice and timesheet. If the funder queries a line, you can respond within days rather than weeks.
Where can I find templates and further support?
Many funders supply their own budget template inside the application pack. Download it first and adapt your figures to match their headings exactly.
The grant application readiness checklist lists every document you need alongside the budget. Print it and tick items off as you gather them.
For rolling programmes that close every few weeks, keep a master version of your budget in a spreadsheet. Update the date and project name each time you apply to a new fund.
Frequently asked questions
Do I need match funding for National Lottery Awards for All?
No. The programme funds up to 100 per cent of eligible project costs for awards between £300 and £20,000. Confirm the latest rules on the official National Lottery Community Fund site before you apply.
How detailed does the budget need to be?
Provide line-by-line costs that total exactly the project figure requested. Attach supporting quotes for major items. Funders reject applications where costs look inflated or unexplained.
Can trustees approve by email?
Only if your governing document permits decisions outside meetings and you keep a written record. Most small charities hold a short meeting or use a written resolution signed by a majority of trustees.
Where can I find a budget template?
Many funders supply their own template in the application pack. Adapt it to show every cost and every confirmed income source. Keep the format simple and consistent with your accounts.
