Preparation
1. Do your research
Review the funder’s website carefully before making contact.
Look for:
- funding priorities and strategy
- eligibility criteria
- what they do and do not fund
- past grant recipients
- application guidelines and timelines
Make a note of anything that is unclear or that you want to confirm.
2. Prepare a short elevator pitch
Be ready to briefly explain:
- who you are
- what your organisation does
- the project you want funding for
- the need it addresses
- the outcomes you expect
Aim to explain this clearly in 30-60 seconds.
3. Check availability
Start the call by introducing yourself and asking if it’s a good time. Alternatively you can set up a time to speak with them over email first.
Example: "Kia ora, my name is [Name] from [Organisation]. I’m calling to ask a couple of quick questions about whether our project might be a good fit for your fund. Do you have five minutes now?"
Strategic eligibility questions
Start by confirming whether your project aligns with the funder’s priorities.
Examples:
- Based on our project’s focus on [activity], would this align with your current funding priorities?
- Are there particular types of costs you prefer not to fund (for example salaries or operational costs)?
If the answer suggests your project is not a strong fit, you may save yourself significant time by not applying.
Questions to strengthen your application
If the project appears eligible, you can ask questions that help improve your application.
Examples:
- What tends to make a proposal stand out?
- What are the most common reasons applications to this fund are declined?
- Is there anything applicants often misunderstand about the guidelines?
- Would supporting material such as letters of support or short videos be helpful?
- Do you have any advice for an organisation like ours applying to this fund?
Process and timeline questions
Understanding the timing and reporting requirements can help you plan.
Examples:
- If we submit by [date], when would we realistically receive a decision?
- If successful, what are the typical reporting or accountability requirements?
Many funders do not fund retrospectively, meaning funding must be approved before project costs are incurred.
The “litmus test” question
Before ending the conversation, it can be helpful to ask:
- Based on what I’ve described, would you encourage us to submit an application?
If the answer is no, you have saved significant time.
If the answer is yes, you can reference the conversation in your application.
Questions to avoid
Avoid asking questions that are clearly answered in the funder’s guidelines or website.
Doing so may suggest you have not prepared properly. Your questions should show that you have already done your research and are seeking clarification or insight.
After the call
If you have the funder’s email address, send a short follow-up message thanking them for their time and confirming next steps.
Example: "Thank you for taking the time to speak with me today. Based on our conversation, we look forward to submitting an application for [project]. We appreciate your guidance."