How to set up a grant programme or fund

Setting up a grant programme well saves you trouble at every later stage. A clear fund, a sharp call and well-chosen criteria produce better applications and easier decisions. Here is a practical sequence.

1. Define the fund

Start with the bucket, not the round. A fund or programme is the theme your rounds sit under, for example "Youth Mental Health" or "Community Climate Action". Decide its purpose, its total budget, and who it is for. You may run several rounds within one fund over time.

2. Write the call

The call is your pitch to applicants. In a short, plain paragraph, say what you want to fund, what you want them to evidence, and what you are not funding. Clarity here filters out poor-fit applications and helps good applicants address what matters.

3. Set the criteria, with weights

Decide what you will assess against, and how much each criterion counts. Three to six weighted criteria is usually enough: impact, deliverability, value for money, governance, fit. Publishing these to applicants is one of the highest-leverage things you can do for fairness and quality. See how to write grant assessment criteria.

4. Set the budget and deadline

State the total available, any limits per grant, and the closing date. Applicants plan around these, so be specific. If you can, indicate how many grants you expect to make.

5. Decide eligibility and required documents

Set objective eligibility rules applicants can self-assess, and list any documents you genuinely need, proportionate to the grant size. Avoid asking for documents you will not read. See eligibility checks for grant applications.

6. Build the application form

Add your custom questions, keep the form as short as the decision allows, and enable save-and-return so applicants can write over several sittings. A no-code form builder lets you do this without a developer.

7. Open the round

Publish, and share the link. With a modern grant management system this whole setup takes minutes, not a consultant-led project, and you can refine the form between rounds.

Grantledger lets you stand up a fund, draft a round (optionally with an AI assist you fully edit), set weighted criteria with a no-code editor, and open applications in minutes. For the bigger picture, see the grant lifecycle explained.