GRANT KNOWLEDGE DOCUMENT Organisation: [Your organisation name] Last updated: [Date] How to use this template ------------------------ Fill in each section below. Aim for at least 50 words per answer. Write in plain paragraphs. Avoid bullet points or heavy formatting. Write what is true and evidenced, not what sounds impressive. When you are done, save this file as your master grant knowledge document. You can upload it to a Project in Claude or ChatGPT, a Notebook or Gem in Gemini, or attach the latest version manually whenever you start a grant conversation. The important thing is to keep one maintained version and use it consistently. Before adding organisational material, check the privacy settings in the AI tool you are using. On consumer accounts, turn off any setting that allows your chats, files or activity to be used to improve or train models. For many small and medium-sized organisations, a first paid tier such as ChatGPT Plus, Claude Pro or Google AI Plus is a realistic step up from a free account: better file handling, higher limits and clearer control over model-training settings. For ordinary organisational material, this is usually a proportionate starting point when those settings are turned off. It is still not the same as a private in-house system. Even with training turned off, AI providers may retain, process or exceptionally review content for service operation, abuse prevention, safety, legal compliance, feedback handling or technical support. Treat AI tools as third-party services. Do not enter beneficiary personal data, safeguarding records, health information, bank details, contact details or staff personal information. How this fits into your drafting flow ------------------------------------- This document is your reusable knowledge source. Do not paste live application questions into this file. Keep the funder questions separate and provide them in the AI conversation after the AI has confirmed it has read this document. The workflow is: first ask the AI to read this document, then paste the full list of application questions as a separate message, then ask the AI to work through those questions one at a time. When the AI surfaces useful new information during a drafting session, add it back here afterwards so the document improves over time. YOUR ORGANISATION'S WRITING STYLE --------------------------------- This guidance applies to every answer the AI drafts. It helps the AI use a voice that feels like your organisation. Describe how you want your organisation to sound. You might include: - the tone you want to convey, for example warm, direct, practical or formal - words or phrases that feel natural to your organisation - language, claims or clichés you want to avoid - a strict instruction never to use em dashes: tell the AI to use commas, full stops or colons instead, as em dashes are the most revealing sign of AI-generated text - one or two short examples of writing that sound like you Keep this guide short and update it when you notice wording that does or does not feel right. Instructing the AI never to use em dashes is the single most effective rule to prevent drafts sounding visibly AI-generated. The AI should follow this guide alongside the factual information in this document. You remain responsible for checking every draft before you use it. ------------------------------------------------------------------ SECTION 1: YOUR CHARITY / ORGANISATION Who you are and who you serve ------------------------------------------------------------------ Question 1.1: What is your organisation's name? Answer: ------------------------------------------------------------------ Question 1.2: What kind of organisation are you? (Registered charity, CIC, volunteer-led community group, etc. If not registered, note that you have a constitution and trustees or management committee.) Answer: ------------------------------------------------------------------ Question 1.3: How big are you? (Annual income, or if newly set up, an estimate for this year.) Answer: ------------------------------------------------------------------ Question 1.4: Who does your organisation support and where? (Be specific about groups and location. Note any groups that are a priority for funders you commonly apply to.) Answer: ------------------------------------------------------------------ Question 1.5: Write a short statement describing your organisation and the services or support it provides. (The funder probably knows nothing about you. Tell them what you do and how. Include any particular expertise or capabilities.) Answer: ------------------------------------------------------------------ SECTION 2: ABOUT YOUR FUNDING BID PROJECT / ACTIVITY The need, the plan, and the difference you will make ------------------------------------------------------------------ Question 2.1: Why is your charitable project or activity needed? (What is the unmet need you address? Use data and evidence. It is not about what you want, but what your beneficiaries need.) Answer: ------------------------------------------------------------------ Question 2.2: What makes funding your project so urgent and/or important? (What is particularly pressing? Any recent research, media coverage or rising demand that makes this issue especially timely?) Answer: ------------------------------------------------------------------ Question 2.3: Tell me about any key dates and how long it will last. (Include milestones and deadlines. Many funders meet quarterly or annually, so give them enough lead time.) Answer: ------------------------------------------------------------------ Question 2.4: Describe what your project will involve, how it will be delivered, where and by whom, including any partners. (Give funders the detail they need to see a practical, deliverable plan.) Answer: ------------------------------------------------------------------ Question 2.5: Outcomes are the difference your project will make. List these, including who will benefit, the numbers, and how big an impact this will have on them. (Outcomes are changes for people, not activities delivered. How many will benefit, and how significantly?) Answer: ------------------------------------------------------------------ Question 2.6: Will there be other benefits, such as impact on the wider community, sustainability, or best practice to be shared? (Wider, longer-term impact: community effects, systemic change, or something that outlasts the funded period.) Answer: ------------------------------------------------------------------ Question 2.7: How will you know or measure that your project has been a success, and how will you report to the funder? (Methods, tools, frequency. How will the funder hear about the impact they have made? Will you produce a report, write to them, invite them to visit, or recognise their support where appropriate?) Answer: ------------------------------------------------------------------ SECTION 3: THE GRANT FUNDING YOU NEED Amount, budget breakdown, and what it covers ------------------------------------------------------------------ Question 3.1: What amount of funding are you requesting? (If it is a contribution, write "a contribution of £X towards the total cost of £Y." Mention any funding already secured.) Answer: ------------------------------------------------------------------ Question 3.2: Provide a simple breakdown of what you will spend this funding on and the amount for each item. (Main headings and amounts only. Keep it clear and proportionate. Do not include bank details or account numbers here.) Answer: ------------------------------------------------------------------ SECTION 4: THE FINISHING TOUCHES What makes it a really good grant bid ------------------------------------------------------------------ Question 4.1: Is there anything else that will make your funding bid really compelling? (Awards, accreditations, quality marks, significant data from past work, rising demand, or strong recent feedback.) Answer: ------------------------------------------------------------------ Question 4.2: Do you have any quotes that show the impact you have on people's lives? (Attribute by role title or "anonymous". Never include full names or identifying details about the people you support.) Answer: ------------------------------------------------------------------ END OF TEMPLATE Add to this document over time. The more specific and evidenced your answers, the stronger every draft the AI produces will be. Before submitting any AI-assisted application, do a final human check: - Is the tone right for the funder? - Is the spelling, grammar and formatting clean? - Are all facts, figures, dates and budget lines accurate? - Have you answered the actual funder questions, not just written something generally persuasive? - Have you included all relevant information from your knowledge document? - Have you followed the funder's instructions on AI use? Built with the Charity Excellence question framework. A free resource from Grant Resource Studio: grantresourcestudio.com