ArtsFunded guide
What To Send a Grant Writer Before a Funding Deadline
A practical checklist of what to send a bid writer so they can quote quickly and help properly.
Published · By Matthew Simmonds
If your deadline is close, the worst email you can send is: "Can you help with a funding bid?"
The answer might be yes, but the bid writer still needs enough information to judge the job properly. A good first email saves time, avoids back-and-forth, and makes it much easier to give you a clear quote.
Send the basics first
Include:
- The funder name
- The exact funding programme
- The deadline
- The amount you want to request
- Whether you are applying as an individual, CIC, charity, company, or informal group
- The current state of the application
- Whether a budget exists
This immediately tells the writer whether the work is possible.
Send the project in rough English
Do not try to sound funder-ready. Just explain:
- What is happening?
- Who is involved?
- Who is it for?
- Where and when will it happen?
- Why does it matter now?
- What will the funding pay for?
Bullet points are fine. Half-sentences are fine. A voice note summary transcribed into text is fine. The goal is clarity, not polish.
Send any useful evidence
Useful evidence might include audience feedback, partner emails, local statistics, previous project learning, waiting lists, venue interest, community consultation, artist CVs, access plans, or rejection feedback.
Do not drown the writer in attachments without context. Say what each thing is and why it matters.
Be honest about the deadline
If the deadline is three days away, say so. If the budget is unfinished, say so. If a partner is not confirmed yet, say so.
Good bid writing depends on reality. Hidden gaps always come back later.
Want me to look?
Send me the fund, deadline, amount, and rough project idea. I will tell you whether I can help and what the fixed quote would be.