A Simple Project Budget Template for Grant Applications

A grant budget tells the story of how resources turn into activities and results. It should be accurate, realistic, and easy for someone outside your organisation to understand.

Use activity-based categories

List the activity first, then the resources it needs: staff time, venue, materials, transport, communication, monitoring, and administration where permitted. Add quantity, unit cost, and total cost for each line.

Check the maths and the narrative

Every budget line should appear in the project plan, and every planned activity should have the resources to happen. Explain unusual costs briefly. Do not use vague lines such as “miscellaneous” when a more specific description is possible.

Plan for compliance

Review the funder’s eligible-cost rules, co-funding expectations, taxes, procurement requirements, and reporting format. Keep quotations and calculation notes so your figures can be explained later.

Frequently asked question: What is a realistic contingency amount?

Use only the approach and percentage allowed by the funder. If contingency is not eligible, manage uncertainty through accurate estimates, clear assumptions, and a sensible delivery plan.

Next step: Have a second person review your budget against your narrative before you submit.