Early Project Readiness: How Organizations Can Stay Ahead of the Curve

A successful grant application is less about luck and more about awareness, preparation, alignment with the grant program’s priorities, and proof of readiness to seize new opportunities. 

When grant applicants submit documentation along with their project proposals, it signals to reviewers that the project is ready – that it has been carefully planned, risks have been assessed, and a team of experts is in place. Applicants who provide credible, coherent, and consistent documentation demonstrate to funders that they are lower risk, thereby strengthening the technical merit of the project and increasing the likelihood of receiving funding.

Continue reading to learn more about what documents work in conjunction with grant applications to elevate the chances of a funding approval. 

Common Planning Documents 

Whether an organization is a municipality or a corporation, there are common planning documents that greatly assist with obtaining grant funding. Though some programs will outright ask for documentation to act as proof of need, financial capacity, and risk mitigation, it is useful to submit relevant planning documents alongside a funding application, even when it is not required. Common planning documents to have on hand, or have updated, before submitting a grant application are: 

• Asset Management Plans  

• Official Plans  

• Strategic Plans  

• Engineering Drawings  

• Estimates / Quotes  

• Council or Board resolutions authorizing the project and the funding application  

• Land ownership documents or long-term lease agreements  

• Environmental documentation, such as Environmental Assessments  

• Indigenous engagement records and public consultation summaries  

• Procurement policies 

• Up-to-date financial statements (ideally audited) and evidence of financial capacity  

• Feasibility studies

Why Planning Documents Matter 

Project readiness is not about having every approval finalized, but about being able to showcase momentum, authority, and credibility. One of the overarching goals of a grant proposal is to provide a coherent project narrative that assures reviewers that grant funding will be allocated to eligible costs and that, by receiving funding to implement the project, the applicant will further the goals of the funding program.  

Planning documents solidify the legitimacy of an application by showing that an organization has taken extra steps to thoroughly scope and define their projects. Going this extra mile signals project readiness to the funding program. 

Feasibility Studies  

Feasibility studies provide a comprehensive analysis of an existing or proposed venture to determine its potential for success. The study provides answers to the questions of:  

• Is the project technically possible? 

• Is the project affordable to the organization, and will it increase profit? 

• Will the project comply with legal requirements? 

• Is the organization prepared and able to adopt the changes required? 

• Can the project be completed within a defined timeframe? 

Having a third-party assess a project’s strengths and weaknesses conveys significant proof of a project’s readiness. However, many organizations are unaware that grant funding exists to assist with the costs of conducting a feasibility study and other planning documents.  

For example, the Green Municipal Fund’s Feasibility study: Adaptation in Action program will fund up to $70,000, covering up to 80% of eligible project costs, to assist municipalities in conducting a feasibility study for climate adaptation projects that improve municipal readiness for climate events. Similarly, the Rural Ontario Development Program offers a Strategies and Plans sub-stream under the Economic diversification, competitiveness and capacity building stream, which funds up to $50,000 at a 50/50 cost-share to support communities in enhancing their economic development capacity. 

While these smaller grant amounts seem to pale in comparison to large-scale implementation grants, their importance cannot be understated, as they can pave the way for future grant funding. Programs that offer planning grants also often offer implementation grants. For example, the Green Municipal Fund’s Implementation projects: Adaptation in Action funds up to $1M in project costs at a 60/40 cost-share. While the Rural Ontario Development Program’s Community infrastructure enhancements stream provides up to $250,000 in funding, covering up to 35% of eligible project costs. 

Andrew Cleary explains that obtaining grant funding for planning documents before submitting a grant proposal for larger implementation projects: 

• Establishes a good working relationship with the program 

• Increases the program’s awareness of the project, and  

• Better ensures that the planning documents include the necessary components  

Cleary cautions, “there are no guarantees that receiving funding for a study or planning documents will result in funding approvals at the implementation stage. The application process will still be rigorous and competitive, but there are significant benefits to this scenario that can increase an applicant’s likelihood of funding success at the implementation level.”  

Staying Ahead of the Curve

Curious to learn more about what planning documents will help your organization stay ahead of the curve? Get in touch with our team of dedicated experts and begin planning a comprehensive funding strategy. GrantMatch helps our clients stay ahead of the curve with AI-assisted grant matching, foresight into program intakes, and insight into which supporting documents help boost the odds of funding approvals.