Grant application checklist: documents and information to have ready

Before you start a grant application, gather your organization’s basic details (legal name, business number, incorporation or registration papers), your recent financial statements, a clear project plan, a budget backed by quotes and any letters of support. Most programs ask for some version of the same documents, so preparing them once saves time on every application. Each program has its own list, so always check the program page for exactly what it needs.

Why prepare your documents before you apply?

Online application forms often time out, and some won’t let you save a half-finished application. Missing documents are one of the most common reasons an application is delayed or screened out before anyone reads it. And for programs that run first come, first served, a day spent hunting for a document can be the difference between funded and too late.

Having a ready folder also helps you move fast when a program opens. Keep an eye on programs closing soon and use the eligibility check to see which ones fit.

What basic information about your organization will you need?

Almost every application starts with who you are.

• Legal name exactly as it appears on your registration, plus any operating name.
• Your business number from the Canada Revenue Agency. Many programs use it to confirm who you are.
• Legal structure: whether you are incorporated, a sole proprietor, a partnership, a co-operative or a non-profit.
• Incorporation or registration documents, such as articles or a certificate of incorporation, or your provincial business registration.
• Address and contact details for the organization and for the person who will manage the project.
• Where you operate, since many programs are limited to a province, region or city.
• Number of employees, and whether they are full-time or part-time.
• Industry or sector, sometimes with an industry code.
• Ownership details, if the program is aimed at a group such as women, Indigenous, Black, youth or newcomer entrepreneurs. Some programs ask how ownership and control are shared.

What extra documents do non-profits and charities need?

Non-profits and charities are usually asked for more about how they are governed.

• Letters patent, articles or certificate of incorporation as a non-profit, or provincial society registration.
• Charitable registration number, if you are a registered charity. Many foundations can only give to a qualified donee, or to a non-profit working with one.
• Bylaws and a list of board members, sometimes with their roles and terms.
• Mission statement and a short description of your programs.
• Most recent annual report, if you have one.
• Policies some funders ask about, such as conflict of interest or safeguarding for work with children or vulnerable people.

Our non-profit funding guide explains the funders you are likely to meet and what they look for.

Which financial documents do funders ask for?

Funders want to know that you are stable enough to carry out the project and pay your share.

• Recent financial statements, such as a balance sheet and income statement. Some programs ask for more than one year, and some want them prepared or reviewed by an accountant. Check what level the program needs.
• Your current budget or forecast for the organization, sometimes with a cash flow forecast.
• Proof of your share of the project, such as a bank statement, a loan approval or a letter from a partner. Programs that use matching funds may need this before they approve.
• A list of other funding for the same project, whether applied for or confirmed. Programs often limit stacking.
• Tax filings, if the program asks you to show they are up to date.
• Banking details for direct deposit, usually only after approval.

New businesses without a history of statements can often provide a business plan with financial projections instead. Check the program page.

What goes in the project plan?

The project plan is the heart of the application. Even if the form breaks it into questions, write it once in full so every answer stays consistent.

1. Project title and a one-paragraph summary.
2. The need or opportunity and how you know it is real.
3. Objectives: what you want to achieve, in measurable terms.
4. Activities: what you will do, step by step.
5. Timeline and milestones, with realistic start and end points.
6. Team: who will do the work, with short bios or résumés.
7. Partners and their roles.
8. Results and how you will measure them.
9. Risks and how you will manage them.
10. What happens after the funding ends, if the program asks.

For help with the wording, read how to write a grant application funders can say yes to.

What do you need for the project budget?

The budget should match the plan line for line.

• Each cost by category, such as wages, equipment, contractors, materials, travel or marketing.
• Quotes or written estimates for major purchases and contracted work. Many programs ask for them, and some want more than one quote for larger items.
• Which costs are eligible under the program, and which you will cover yourself. Only eligible costs count toward the funder’s share.
• Your share and the funder’s share, using the program’s cost-sharing rules.
• In-kind contributions, if the program counts them, with how you valued them.
• Sales tax, shown the way the program asks. Some programs don’t cover the part you can recover.

Remember that costs from before approval usually don’t count; see why you should apply before you spend. Our grant project budget guide walks through each line.

Which supporting documents strengthen an application?

These are often optional but can make the difference.

• Letters of support from partners, customers, community groups or local leaders, explaining why the project matters to them.
• Letters of commitment from partners who are putting in money or time.
• Market research or customer evidence, especially for export and growth projects.
• Permits, licences or approvals the project depends on.
• Photos, drawings or technical specifications for equipment or building work.
• An energy assessment, which many energy upgrade programs require before work starts.

What extra details do hiring programs ask for?

Wage subsidy programs focus on the job itself.

• Job title and description, including duties and skills the person will gain.
• Wage, hours and length of the job.
• Planned start date, which usually must come after approval.
• Supervisor’s name and how the person will be trained and supported.
• Details about the person you hire, once you have chosen them, such as proof they are a student, if the program requires it.

See the wage subsidies and hiring programs guide and the post on hiring a student with a wage subsidy.

What should you check before you submit?

1. Read the applicant guide once more and tick off every required item.
2. Confirm you meet every eligibility rule. Our guide on how to read eligibility rules helps.
3. Make sure the budget total matches the plan and the form.
4. Check that names, numbers and dates are the same everywhere.
5. Name your files clearly and use the formats the portal accepts.
6. Get the required signatures, from the right person.
7. Have someone outside the project read it.
8. Submit well before the deadline, and save the confirmation.

What should you keep after you submit?

Keep a full copy of the application, every attachment and the confirmation of receipt. If you are approved, you will sign a contribution agreement, send claims with receipts and, at the end, a final report. Some programs keep a holdback until that report is accepted. Start a file for receipts and results on day one. Read what happens after you apply and getting paid: claims and reports.

Frequently asked questions

What is the most important document to have ready?

For most programs, your business number, your legal registration and your recent financial statements. Without them, many applications can’t even be started.

Can I apply without financial statements?

Sometimes. New businesses are often allowed to send a business plan and financial projections instead. Check the program page or ask the funder.

How many letters of support should I include?

Only as many as the program asks for or allows, and only from people who can say something specific about your project. A few strong letters are better than many general ones.

Do I need quotes for every cost?

Not always, but quotes for major purchases and contracted work make your budget credible, and many programs require them. Get them before you apply, and don’t sign or pay until you are approved.

Can I reuse the same documents for different programs?

Yes, most of them. Your legal documents, financial statements and organization profile rarely change. Fit the project plan and budget to each program’s purpose and rules.