How to write a conservation grant application that actually gets funded

Jan 28 / Adam Barlow

Quick answer

Successful conservation grant applications follow three principles: choose grants strategically aligned with your conservation strategy (not opportunistically), set realistic expectations donors can trust, and present compelling content through clear writing and strong evidence.

The process involves seven sequential steps: selecting appropriate grants, gathering information, creating core content (need, impact, activities, budget, team), enhancing with visual elements, refining language for clarity, preparing supporting documents, and processing submissions professionally.

Most failures stem from applying to mismatched grants, overpromising impact, or poor presentation. 

Source: WildTeam. (2026). Grant Writing for Wildlife Conservation v2. WildTeam UK, Cumbria, UK.

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Contents

  • The foundation: three principles for grant success
  • The seven-step grant application process
  • What donors actually look for in applications
  • FAQ

    The foundation: three principles for grant success

    The Grant Writing for Wildlife Conservation best practice is built on three fundamental principles that guide every decision in the grant application process. These principles prevent the common failure modes that sink otherwise strong applications.

    Choose wisely: Encourages project teams to focus on raising funds to support the type of conservation work that they think will have the most impact for the situation they want to change. 

    Set up for success: Helps project teams set more realistic expectations about what they can achieve with the grant. 

    Get yourself noticed: Helps project teams develop an application that stands out from others, by transforming their factual content into compelling content, and developing an overall application that demonstrates professionalism by how it is presented and organised.

      The seven-step grant application process

      The grant application process consists of seven sequential steps, each made up of a series of activities. Following this structured process ensures nothing is missed and work flows efficiently from strategy to submission.

      Step 1: Selecting a grant: The first step is to select a grant that closely matches the conservation work the project team wants to carry out, is accessible and manageable, and is provided by donors that meet with the project team's ethical standards.

      Step 2: Gathering information: The project team should now gather all the information they need to create the content for their grant application. 

      Step 3: Creating content: The project team can now use the information they have gathered to create the application content. 

      Step 4:       Enhancing content: Now that the main content has been created, the project team can enhance it by adding quotes, anecdotes, boxes, tables, logframes, figures, and photos 

      Step 5: Refining content: The project team should now refine their application content to make it as clear and compelling as possible by, for example, removing repetition: replacing jargon, and using the donor's language.

      Step 6: Preparing the application: Now that the project team have created, enhanced, and refined the content of the main application document, they should prepare the full application so that it is ready to process.

      Step 7: Processing the application: The final step covers everything from submission to responding to the result.

        What donors actually look for in applications

        Understanding the reviewer perspective transforms application strategy. Donors typically evaluate applications on five core areas:
        Strategic alignment: Does the project match donor priorities and geographic/thematic focus areas?
        Credible conservation logic: Is the need clear? Do activities logically lead to the stated impact? Are claims supported by evidence?
        Organisational capacity: Does the team have the skills, experience, and systems to deliver? Is there a track record of success?
        Realistic and justified budget: Are costs reasonable? Is the budget detailed and clearly justified? Are budget restrictions respected?
        Clear communication: Is the application well-written, organised, and easy to understand?

        Red flags that trigger rejection:
        - Misalignment with donor priorities (the most common reason for rejection across all grant sectors)
        - Objectives set for uncontrollable results
        - Activities not justified with evidence
        - Budget with insufficient detail or justification
        - Poor writing quality or organisation
        - Missing required documents
        - Incomplete forms
        - Failure to follow application guidelines exactly
        - Unrealistic project timeline or budget

        Different donor types have different priorities. Private foundations often emphasise innovation and risk-taking. Government donors prioritise alignment with policy objectives. Corporate donors focus on measurable results and communication value.
        Learn how to align your application with donor priorities.

        Example: Forest project applied to donor prioritising "community-led conservation," application emphasised technical forest management expertise but minimal community engagement—rejected despite strong forestry approach because misaligned with donor priority.

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          FAQ

          Should I apply to grants that don't perfectly match my project?

          Apply the Choose wisely principle: only pursue grants that closely match your conservation strategy. Minor compromises are acceptable (slightly different timeframe, additional reporting requirements), but major compromises (different activities, different geographic area, different species) lead to fragmented work and reduced impact. If alignment is poor, pursue other funding sources.

          How much detail should I include about conservation threats?

          Provide enough detail to demonstrate you understand the situation and have evidence for your claims, but avoid excessive detail that buries the key message. Typically, one to three paragraphs per major threat is sufficient, supported by citations. Focus on threats your project will address, not comprehensive threat catalogues.

          How do I prove my conservation work will be sustainable?

          Describe post-grant plans including future funding sources, capacity building that enables others to continue the work, institutional changes that outlast the project, and behaviour changes that persist without ongoing project support. Avoid vague statements—provide specific mechanisms and timeline.

          Can I use the same application for multiple grants?

          Never submit identical applications to different donors. Each donor has unique priorities, terminology, and requirements. However, you can maintain a "master application" containing all your project content, then adapt sections to match each donor's specific guidelines and priorities. This saves time while ensuring alignment.

          How long does it take to write a good conservation grant application?

          For experienced grant writers with an existing project plan: 20-40 hours for a standard application. For first-time applicants or those without a project plan: 60-100 hours including time to develop the underlying conservation strategy. Allow adequate time—rushed applications show in quality and rarely succeed.

          What should I do if my conservation grant application is rejected?

          Request feedback from the donor to understand why the application was unsuccessful. Common reasons include misalignment with priorities, weak conservation logic, unrealistic promises, or poor presentation. Use the feedback to improve future applications. Many successful projects were rejected multiple times before securing funding—persistence and learning from rejection are essential.

          Do I need professional photos for my conservation grant application?

          Photos should be clear and relevant, but don't need to be professionally shot. Smartphone photos are acceptable if they have adequate resolution, good lighting, and clear subjects. What matters is that photos show the biodiversity area, targets, threats, stakeholders, or activities in a way that supports your narrative. Always include captions and photo credits.

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