One link per programme
Make a "Community fund 2026" link and an "Individual bursaries" link. Each has its own questions, its own documents and its own public link, carrying your logo and colours on your own subdomain.
For foundations, councils & grant funders
Collect grant applications, proposals and budgets in one place, not in forty email threads.
Every round ends the same way: a proposal in one email, the budget in another, the registration certificate nowhere. Intaky gives each round one application link, with the documents sitting next to the questions they support and reminders that go out on their own before the deadline.
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What documents does a funder need from a grant applicant?
From an organisation: its registration or charity certificate, a full proposal, a detailed budget and, where it has them, letters of endorsement or support from partners or beneficiaries. Alongside those, the application asks for:
- the project title, summary, amount requested, duration, who benefits and how, and the project lead;
- a budget breakdown and any other funding applied for or secured;
- the organisation’s type, mission, previous projects, team size and annual budget;
- declarations that it meets the eligibility criteria, that the applicant is authorised to apply, that everything is accurate, and that it accepts the grant terms, including reporting on how the funds are used.
From an individual applicant, for a bursary, fellowship or personal grant: a full proposal or study plan, a detailed budget and, only if the programme asks for it, proof of identity. Intaky’s grant template asks for exactly these. For the wider process, see how to collect documents from clients.
Why a grant round turns into admin
- An applicant sends the proposal as a Word file, then a revised budget two days later, then asks which version you are using.
- The eligibility declaration is ticked on a web form, but the charity certificate it depends on arrives separately, or not at all.
- The day before the deadline, a third of the applications are still missing something, and nobody can say which third.
- Someone spends a week copying applicant details out of PDFs into a spreadsheet so the panel has something to read.
The work is deciding who to fund. The admin is holding the thread between what you asked for, what has arrived and who is still missing something — and Intaky is built to hold that thread instead of your programme team.
The grant & funding application template
A starter pack for individual applicants and for organisations. Each document sits next to the questions it evidences, and nobody is asked again for the name and email they gave when they signed up. Both sides end with declarations. Everything below can be renamed, removed or added to in the form builder, so a small community fund and a multi-year programme can be two different links from the same workspace.
Individual applicant — questions
- Applicant detailsPhone, address, date of birth only if the programme has an age requirement. Document: proof of identity, if the programme asks for it
- Project / study planTitle, summary, amount requested, duration in months, expected outcomes. Document: full proposal
- Budget & other fundingBudget breakdown with the main cost items and amounts, other funding applied for or secured. Document: detailed budget
- DeclarationsMeets the eligibility criteria; information and documents are accurate; agreement to the grant terms, including reporting on how the funds are used
Individual applicant — documents
- ✓ Proof of identity Optional
- ✓ Full proposal or study plan Required
- ✓ Detailed budget Required
Organisation — questions
- Organisation detailsRegistration or charity number, organisation type, registered address, mission and main activities. Document: organisation registration
- Project proposalTitle, summary, amount requested, duration, who benefits and how, project lead. Document: full proposal
- Budget & other fundingBudget breakdown, other funding applied for or secured. Document: detailed budget
- Organisational capacityRelevant previous projects, team size, annual organisational budget. Document: endorsement or support letters
- DeclarationsMeets the eligibility criteria, authorised to apply, information is accurate, agreement to the grant terms and reporting
- Your role in the projectFilled in by each invited team member, all optional: their role in the project and relevant experience
Organisation — documents
- ✓ Registration or charity certificate Required
- ✓ Full proposal Required
- ✓ Detailed budget Required
- ✓ Endorsement / support letters Optional · several files
The organisation side is filled in by the person managing the application; each invited team member only fills in their own role. Accepts PDF, Word, Excel and photos up to 10 MB each, so a budget spreadsheet goes in as it is, without being turned into a PDF first.
How it runs for a funder
Set the deadline, stop chasing
Give the link a due date and a reminder interval. Intaky emails applicants who have not finished every few days, only during working hours in your timezone, and stops after six nudges.
Review, then hand to the panel
When a budget does not add up, reject that one item with a note; everything you already accepted stays locked. Export each finished case as a PDF with the documents attached, and every change is kept in the case’s audit trail.
Questions about collecting grant applications
How do I collect grant applications without an inbox full of attachments?
Publish one application link for the round and let each applicant upload their proposal, budget and registration against the questions they belong to. Every application is one case with its own checklist, so nothing arrives as a loose email attachment, and you can see which applications are complete and which items the others still owe.
What should a grant application form ask for?
The project title and summary, the amount requested, the duration, who benefits and how, who leads delivery, a budget breakdown and any other funding applied for or secured, plus the organisation's registration, mission and track record. It should end with declarations of eligibility, authority to apply, accuracy and acceptance of the grant terms, including reporting on how the funds are used. Intaky's grant template starts with all of these, and you can rename, remove or add to any of them.
How do I make sure applicants finish before the deadline?
Give the application link a due date and a reminder interval. Intaky emails applicants who have not finished every few days, only during working hours in your timezone, and stops after six reminders.
Can several people from an applicant organisation work on one application?
Yes. The person managing the application answers the organisation questions and can invite team members by email. Each invited person fills in only their own optional section, with their role in the project and relevant experience.
What happens when an applicant uploads the wrong budget?
You reject that one item with a note saying what is wrong. The applicant sees the note and replaces only that item; everything you have already accepted stays locked.
Can we run individual bursaries and organisational grants from the same workspace?
Yes. The template has an individual side, with a project or study plan, and an organisation side. You can run each programme or round as its own link with its own questions, documents and deadline.
Does it carry our foundation's branding?
Yes. Your logo and colours appear on your own subdomain, on every page the applicant sees.
Does Intaky score applications or check a charity's registration?
No. Intaky collects the applications, documents and declarations; your team checks registration with the relevant regulator, assesses the proposals and makes the funding decision. You can export each case as a PDF for your panel, and a signed webhook can push an approved case into your own grants system.
Other industries: all industries · volunteer organisations · admissions · membership associations
Try it on your next funding round.
Build the application once. If the attachments stop arriving by email, use it for every round after.
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