What happens after you apply for a grant?

After you apply for a grant, the funder usually confirms they received it, checks that you're eligible, assesses your project against their goals and may come back with questions. Then they decide. If you're approved, you sign a contribution agreement that sets out what you'll do and how you'll be paid, and only then does the funded work normally begin.

How long all this takes depends on the program, the number of applications and the time of year. Some decisions come quickly; others take months. The program page and applicant guide often give an estimate, so check there first.

Will you get a confirmation that your application arrived?

Most funders send an acknowledgement by email or through their online portal. It may include a file or reference number. Keep it: you'll need it if you contact the funder later.

If you don't receive anything within a few days, check your spam folder and the portal. Then contact the funder, using the details on their own website. Don't assume a missing confirmation means your application went through. See how to spot a grant scam if anyone contacts you about an application you don't recognize.

What happens during the eligibility check?

The first review is usually a basic screen. Staff check that:

• You are the type of applicant the program serves, such as an incorporated business, a registered charity or a non-profit.
• You're in the right place and sector.
• The application is complete, with every required attachment and signature.
• The project and its costs fit what the program pays for.

An incomplete application can be set aside at this step, which is why a grant application checklist is worth the time. If you're not sure you qualify, our guide on reading eligibility rules can help before you apply.

How do funders assess an application?

Once you pass the screen, the funder looks at the merits. Depending on the program, a staff officer, a review committee or a panel of outside reviewers may score it. They commonly look at:

• How well the project fits the program's goals.
• Whether the plan is realistic, with clear steps and a sensible timeline.
• Whether the budget is reasonable and the eligible costs are clearly explained.
• Your capacity to deliver: people, experience and finances.
• The expected results, such as jobs, sales, community benefit or reduced energy use.

Some programs also check your finances, ask for references or compare your project with others in the same intake. In a first-come, first-served program, applications may be reviewed in the order they arrive until money runs out.

Will the funder ask you questions?

Often, yes. An officer may email or call to clarify your budget, ask for a missing document or check a detail in your plan. Answer quickly and completely. A slow reply can delay the decision or, in some programs, mean the file is closed.

Tips for this stage:

• Watch your email, including spam, and check the portal.
• Keep a copy of everything you submitted so you can answer consistently.
• If something about your project has changed, say so now.
• Ask questions of your own if anything is unclear.

How is the decision made and shared?

After assessment, a decision is made by whoever has authority under the program: sometimes staff, sometimes a committee or board. You'll usually get a letter or email. It may approve the full request, approve a smaller amount or a smaller project, put you on a waiting list, or decline.

If you're declined, ask for feedback. Many funders will explain what held your application back, and that is the best way to improve the next one. Our post on how to write a grant application covers common gaps.

What is a contribution agreement?

If you're approved, most programs ask you to sign an agreement before money flows. It typically sets out:

• What the project is, and when it starts and ends.
• The maximum the funder will pay and which costs are covered.
• How and when you submit claims and reports.
• Any holdback the funder keeps until the end.
• What happens if plans change, and how to ask for an amendment.
• Whether any part is repayable.

Read it carefully before you sign, and ask the funder to explain anything that isn't clear. Many programs only pay for costs incurred after the agreement is signed or after a set start date, so check before you spend. See apply before you spend. After signing, the next stage is getting paid through claims and reports.

How should you plan around the wait?

• Apply early. Leave room for questions and delays. Closing soon lists programs whose intakes end shortly.
• Don't start funded work, or sign contracts for it, until you know the rules on start dates.
• Have a plan B if the answer is no or comes late.
• Keep looking: the eligibility check can show other programs for small businesses and non-profits.

Frequently asked questions

How long does it take to hear back about a grant?

It varies widely by program. Some answer quickly, while others take several months, especially after a busy intake. The program page or applicant guide often gives an estimate.

Can I call the funder to check on my application?

Yes. It's fine to ask politely for a status update, especially if the expected time has passed. Have your reference number ready.

Can I start my project while I wait for a decision?

Check the program page first. Many programs don't cover costs you incur before approval or before the agreement is signed, so starting early can make those costs ineligible.

What if I'm approved for less than I asked for?

You can usually accept, decline or talk to the funder about a smaller project. Make sure the reduced amount still lets you deliver what the agreement asks for.