How do structure my grant cycle?
Establishing, executing, and managing a grant can be complex. Requirements vary greatly between organisations, making it difficult to determine the right structure. While terms and categories differ, the overall grant structure remains relatively unchanged — it breaks down into a series of stages.
Below you'll find a breakdown of a typical grant cycle compiled from programs around the globe.
Stage 1: planning and design
Design the grant opportunity and activities.
| What you'll do | Useful tools |
| Plan and define objectives, identify and mitigate risks, collaborate with stakeholders, and configure your application form. |
Stage 2: opportunity announcement
Generate awareness of the grant opportunity to potential applicants through external partners, marketing initiatives, or campaigns.
| What you'll do | Useful tools |
| Promote the grant to attract applicants. |
Stage 3: application management
Accept and manage application forms from prospective grantees.
| What you'll do | Useful tools |
| Receive and organise applications. |
Stage 4: application review
Evaluate grant form submissions. This typically includes pre-qualifying and screening for eligibility and risk management, followed by reviewing for technical competency, quality, and financial viability.
| What you'll do | Useful tools |
| Screen applications and assess whether applicants can deliver as promised and use funding wisely. |
Stage 5: awarding grants
Notify applicants of outcomes and finalise the grant agreement—a legally binding document (sometimes called the "Notice of Award") that signals the start of the grant when signed by both parties.
| What you'll do | Useful tools |
| Confirm outcomes and execute grant agreements. |
Stage 6: grant performance monitoring
Manage awarded grants and grantees on an ongoing basis.
| What you'll do | Useful tools |
| Monitor grantee performance and compliance, track and report programmatic and financial elements, and make on-site visits if applicable. |
Stage 7: grant evaluation and closeout
Grantees submit reports of all financial, performance, and impact data required under the grant agreement. This process can take several months if there are concerns or questions to reconcile.
| What you'll do | Useful tools |
| Collect and review final reports. |
Good to know
- Timelines vary significantly between industries and individual programs.
- With Good Grants you can manage your cycles seasonally (with a set beginning and end for the entire process) or on an ongoing basis using our perpetual seasons feature. To learn more about perpetual seasons, check out our dedicated guide: Using perpetual seasons.