Why it helps
Grant forms ask the same things in slightly different ways. What's the need, who benefits, what will you do, how will you know it worked. You know all of this, but turning it into tidy answers that fit word limits takes a whole weekend, usually from someone who is already volunteering.
AI can take your notes and the funder's criteria and write a first draft for each question, in plain language, within the word limit. It also tells you where your notes are thin, so you know what to go and find out. The facts, numbers and outcomes must all come from you. A funder can tell when an application has been padded, and making things up can cost you the grant and your reputation.
The prompt
Copy it, swap the bits in [square brackets], and paste it into ChatGPT, Claude, Gemini or Copilot.
I'm applying for a community grant for [your group, e.g. a junior rugby club] in [town], New Zealand. Help me draft answers to the application questions using only my notes. - NZ English. Plain, warm and specific. No jargon or buzzwords. - Match each answer to the funder's criteria below, using their language where it fits. - Stay within the word limit for each question. - Use only the facts, numbers and outcomes in my notes. Don't invent participant numbers, results, quotes, partners or costs. If something is missing, write [NEED: what's missing] in the answer instead of guessing. - After the answers, list what's missing or weak and what evidence would help (for example quotes, letters of support, attendance records). Funder's criteria and priorities: [paste from their guidelines] Application questions and word limits: [paste each question and its limit] My notes: [what the project is, who it helps, why it's needed, what you'll do, what it costs, who's involved, how you'll measure it]
Then keep chatting
Make the answer to question [number] fit in [number] words.
Rewrite the answer to question [number] so it speaks more directly to the funder's priority on [priority].
Check my answers against the criteria. Which ones are covered and which are missing?
Draft a short cover email to send with the application.
Draft a thank-you note and a simple report outline for if we're successful.
Step by step
- Read the funder's guidelines first, on their website. Check you're eligible, the closing date, and what they will and won't fund. Every funder is different.
- Copy their criteria and each question with its word limit into the prompt.
- Write your notes in plain bullet points. Include real figures you can back up, like how many members you have or what the quotes say.
- Paste it all in and read the draft. Fill in every [NEED] with real information, or remove the claim.
- Check every number against your budget, quotes and records. Get one other committee member to read it before you submit through the funder's own form or portal.
Worked example
Example details are made up. Your results will vary, so always read and check before you use them.
Watch out for
- Never let AI invent participant numbers, outcomes, partners or quotes. Funders check, and false information can make you ineligible. Budget figures must match your quotes exactly, including whether they're incl or excl GST.
- Privacy: don't paste children's names, members' contact details or anyone's personal circumstances. Use totals like "about 120 kids" instead. See privacy.org.nz for the Privacy Act 2020.
- Check the closing date, eligibility, what's funded and the word limits on the funder's own website. Don't rely on AI for these, they change.
- Some funders ask whether you used AI, or have rules about it. Read their guidelines and be honest.
Go further
Keep a "grant bank" document with your best answers about your group, your members and your volunteers. Next time, paste in the relevant parts as your notes and you'll have a draft in minutes. If you get the grant, use the club-newsletter use case to thank the funder publicly, if they're happy to be named.
