10 Things Nobody Tells You About Writing Grants… (But I Will)
After 13+ years in the arts sector—first as an applicant, then assessing grants and running assessment panels—I've helped clients secure over $3.6 million in funding. I've seen the same mistakes sink applications over and over again from both sides of the table.
The good news? These are completely fixable.
Here are the 10 things nobody tells you about writing grants—the insider knowledge that makes the difference between rejection and funding. This is your no-BS guide to arts grants.
1. Get In, Get Out
You've got maybe 250 words per question. That's it.
Skip the flowery language and anything resembling a Director's Note. Get to the point. Be succinct and impactful—you're not writing a novel. Don't worry about being a "good writer." Worry about being clear.
What this looks like in practice:
Don't write: "Our project explores the liminal spaces between performance and installation, investigating themes of identity and belonging through an interdisciplinary lens that challenges conventional notions of..."
Do write: "This work creates 12 new performance-installations across 3 regional venues, engaging 200+ participants in workshops exploring identity and place. It fills a gap in regional contemporary arts programming and creates paid opportunities for 8 emerging artists."
See the difference? One is abstract and verbose. The other is specific, clear, and tells the assessor exactly what you're doing and why it matters.
Assessors read 50+ applications in a sitting. If they have to work to understand what you're proposing, you've already lost.
2. "We'll Figure It Out Later" = Instant Red Flag
Vague timelines, unclear budgets, or "TBC" anywhere in your application? Assessors see red flags, not flexibility.
Be specific about when, how, and who—even if plans might shift later.
Why this matters:
Funding bodies are allocating public money. They need to know you've actually thought through your project and can deliver it. Vagueness signals: → You haven't done your planning → You don't understand what's involved → You might not be able to deliver
What to do instead:
Even if you don't have every detail locked in, show you've done the thinking: → "Workshops will run across June-August 2026 (specific dates TBC based on venue availability)" → "Lead artist to be confirmed by March 2026 through open EOI process" → "Budget includes contingency for venue hire variations"
You're showing you've planned ahead AND you're realistic about what might need to flex. That's strategic, not vague.
3. Substantiate EVERYTHING
This is the #1 mistake I see. Don't just say you're "highly experienced" or your project will "engage diverse audiences." Prove it with numbers, examples, past outcomes, letters of support, or concrete evidence.
Every claim needs backup, even soft outcomes.
What proof looks like:
Instead of: "I am an experienced producer" Write: "I've produced 8 shows over 5 years, reaching 12,000+ audience members across metro and regional venues"
Instead of: "This will build community connections" Write: "Our pilot programme saw 85% of participants report increased sense of belonging (survey data attached), with 60% attending follow-up community events"
Instead of: "We have strong partnerships" Write: "Confirmed venue partnerships at [Name] Theatre (letter attached) and in-principle support from [Name] Council for regional delivery"
Why assessors care:
Assessors—whether public servants, artists, or arts managers—are accountable for how public money is spent. If they fund you, they need to justify that decision. Give them the evidence to defend their choice.
If you can't prove a claim, don't make it. Every unsupported statement weakens your credibility.
4. The Budget Tells a Story Too
Your budget should reflect your priorities and demonstrate you understand true costs. Underpricing shows inexperience; unexplained line items raise questions about your viability. Make it realistic and match it to your narrative.
Common budget mistakes:
Underpricing labour: You can't pay yourself $20/hour when the industry standard is $50-80/hour. It signals you don't value your work or understand true costs.
Round numbers with no detail: "$5,000 for production costs" tells me nothing. Break it down: "Production costs $4,850 (lighting hire $1,200, costume materials $800, set construction $2,100, tech support $750)"
Priorities mismatch: If your application says "engaging First Nations artists is central to this work" but your budget shows $0 for cultural consultation or appropriate fees, that's a massive red flag.
What a good budget does:
→ Shows realistic, industry-standard rates
→ Demonstrates you've done your research
→ Matches your stated priorities
→ Includes appropriate contingencies
→ Proves you can actually deliver what you're proposing
Your budget isn't just numbers—it's credibility.
5. They Want to Fund Success, Not Rescue Projects
Don't position your project as "we desperately need this or it won't go ahead." Frame it as "here's the impact we'll create with proper resourcing." Show momentum and vision, not desperation.
Why this matters:
Funding bodies want to fund projects that will succeed and deliver outcomes. If you sound desperate or like you're on the brink of collapse, they worry:
→ Can you actually deliver if things get hard?
→ Is this sustainable?
→ How will we show we’ve delivered outcomes to the public if this falls over?
How to frame it instead:
Don't say: "Without this funding, the project won't go ahead and our company will close"
Do say: "This funding enables us to scale from 3 regional venues to 8, doubling our reach and creating 12 additional paid opportunities for regional artists"
You're not begging. You're showing what's possible with proper investment.
6. Artistic Merit AND Impact
How will your work impact artists and the public? That matters as much as artistic merit. What's the difference between this existing and not existing? If you can't answer that clearly, neither can they.
What impact actually means:
Impact isn't just about how many people see your work. It's about what changes because your project exists.
Ask yourself:
→ What opportunities does this create for other artists?
→ How does this serve audiences or communities?
→ What gap does this fill in the sector?
→ What gets modelled or tested that others can learn from?
→ How does this contribute to culture or the arts ecology?
Examples of strong impact statements:
"This project creates the first dedicated platform for disability-led contemporary performance in regional NSW, modelling an access-centred approach that 3 other organisations have expressed interest in adapting."
"Beyond the 6 performances, this work delivers 4 professional development workshops (training 40 emerging artists), contributes new Australian repertoire, and creates a touring-ready work that fills a gap in accessible family programming."
See how that's different from "we'll have good audience numbers"?
7. What's In It for Them?
Grants aren't free money. They're how funding bodies meet those public priorities they promised they'd deliver on. Read the agency's very boring and very dry (BUT VERY IMPORTANT) Cultural Policy to understand what they're obligated to fund, then show how your project delivers on those priorities.
Why cultural policy matters:
Every funding body has mandates—things they're required to prioritise based on government policy, legislation, or their charter. This might include:
→ First Nations arts and culture
→ Regional and remote access
→ Diversity and inclusion
→ Sector development
→ Innovation and excellence
→ Community engagement
If you don't know what they're mandated to fund, you're guessing. And guessing doesn't win grants.
How to use this:
Find the funding body's Cultural Policy document (it's usually on their website)
Identify their 3-5 key priorities
Explicitly show how your project delivers on those priorities
Don't make them connect the dots. Spell it out: "This project delivers on [Funding Body]'s priority to increase regional access to contemporary arts by..."
8. Letters of Support Are Gold (When They're Relevant)
A generic "we support this" letter is useless. Get specific endorsements that speak to your track record, the project's value, or confirmed partnerships. Make sure they're actually relevant to your project and the criteria.
What makes a strong letter:
Weak letter: "We support Cat's project. She is a talented artist and we wish her well."
Strong letter: "We have worked with Cat on three previous projects (2022-2024), which collectively reached 2,000+ regional audience members. Based on this track record, [Venue Name] has confirmed our commitment to co-present this work in August 2026, contributing $5,000 in-kind venue hire and marketing support. This project fills a significant gap in our regional contemporary arts programming."
See the difference? The strong letter:
→ Provides evidence of track record
→ Confirms concrete partnership
→ Demonstrates genuine support with specifics
→ Connects to assessment criteria (regional access, proven delivery)
When to include letters:
Only when they're genuinely relevant to:
→ Your track record and ability to deliver
→ Confirmed partnerships or venues
→ Community need or support
→ The specific assessment criteria
Three strong, relevant letters beat ten generic ones every time.
9. Read the Bluddy Criteria (Then Read It Again)
If the grant is for emerging artists and you've been working professionally for 15 years, you're wasting your time. If they want community engagement and you're pitching a solo studio practice, you can't convince them this is the same thing.
Every sentence in your application should connect to what they're actually assessing—not what you wish they were assessing.
How to nail this:
Read the assessment criteria carefully. These tell you exactly what they're scoring.
Make a checklist. For each criterion, identify where in your application you address it.
Use their language. If the criterion says "demonstrates artistic excellence," use that exact phrase in your response.
Answer the actual question. If they ask about community benefit, don't talk about artistic process.
Common mistakes:
→ Applying for the wrong grant (you don't meet eligibility)
→ Writing a beautiful application that doesn't address the criteria
→ Assuming they'll "get it" without you spelling it out
→ Talking about what you want to do instead of what they want to fund
Don't just skim the guidelines. Study them. Then make sure your application speaks directly to each criterion.
10. Rejection Isn't Personal (But Feedback Is Gold)
Most applications get rejected—the success rate is below 30%!!—it's numbers, not your worth. Always request feedback. It's free strategic advice on how to nail it next time. Use it.
Why rejection is so common:
Let's say a grant has $500,000 to distribute and receives 100 applications requesting a total of $2 million. Even if every application is excellent, 60+ will get rejected simply because there isn't enough money.
It's not about your talent or the quality of your work. It's maths.
What to do when you get rejected:
Feel your feelings (rejection sucks, even when it's not personal)
Request feedback within the timeframe they specify
Actually read the feedback and look for patterns
Improve your application based on what you learn
Apply again (persistence is part of the game)
What feedback tells you:
Assessor feedback might reveal:
→ Your budget wasn't realistic
→ You didn't address a key criterion
→ Your evidence wasn't strong enough
→ The project didn't align with their priorities
→ Your timeline was unclear
This is gold. It's free consulting on how to strengthen your next application.
Remember:
The creatives who win grants aren't necessarily more talented—they're just more persistent and strategic. They learn from rejection, adjust, and try again.
Ready to Stop Guessing and Start Nailing Grant Applications?
I've written, assessed, and coached countless successful grant applications. If you're ready for hands-on support tailored to your project, let's work together.
Book a discovery call to discuss your specific application, or join my Grant Writing Masterclass to learn the full system for decoding applications and improving your success rate. Want to learn at your own pace? Check out the Grant Writing Mini-Course.
Let's get your work funded.