When a grant makes sense
Grants suit projects with a clear purpose, a known cost and a benefit you can describe, such as a garden, a reading area or a community activity. They are less suited to everyday running costs, which many funders exclude. A grant also takes time: research, writing, waiting for a decision and reporting back afterwards.
This guide is a planning aid for UK PTAs and Friends of School groups. It is not legal or financial advice. Grant schemes, eligibility rules and amounts change often, so always read the funder's current guidance before you apply.
PTA+ notes that PTAs can apply for grants in the same way as other charities, and can often reach funds that are not open to the school directly. It advises looking for funders whose aims match yours, checking the criteria and being ready for any follow-up reporting.
Check your eligibility first
Check whether your group and your project fit before anyone starts writing. Confirm these points.
- Your legal status. Some funders accept constituted community groups. Others want a registered charity number. PTA+ says registering brings access to more grant funding, and Parentkind's governance guide notes that most charitable trusts require registered charity status.
- A governing document. Funders often ask to see your constitution. Our PTA constitution guide explains what it should cover.
- A bank account in the group's name. The Charity Commission's financial controls guidance (CC8) says a charity's account should be in its own name, matching its governing document. Check the funder's rules on whose account can receive the grant.
- Committee members. Some funders set minimum committee rules. For example, National Lottery Awards for All England requires at least two board or committee members who are not related.
- Who benefits. Some funders support pupils directly. Others only fund projects that benefit the wider community.
- Who applies. Decide whether the PTA or the school is the applicant. PTA+ explains they are separate organisations and should never share a bank account.
Types of funders
| Funder type | What they tend to support | What to check |
|---|---|---|
| Local community foundations | Local voluntary and community activity | Whether their current funds accept school-linked groups |
| National Lottery funding | Community projects that bring people together | Whether the project benefits the wider community, not only pupils |
| Supermarket and retailer schemes | Local good causes near their stores, sometimes with a customer vote | Store area, project themes and accepted group types |
| Company foundations | Causes linked to the company's priorities or locations | Whether registered charity status is required |
| Local council funds | Local community or neighbourhood projects | Area boundaries, timing and any match funding |
| Employer giving schemes | Adding to money staff donate or raise | Each employer's own rules |
| Charitable trusts | Themes such as education, environment or the arts | Charity status, location and the themes they fund |
Local community foundations
Community foundations give grants to grassroots groups in their area. UK Community Foundations has a postcode map to find your local foundation. Each one runs its own funds with its own criteria, so read its current list and ask if you are unsure whether a PTA can apply.
National Lottery Awards for All England
For groups in England, National Lottery Awards for All England funds projects that bring people together and improve communities. When we checked, its page listed grants of £300 to £20,000 for projects lasting up to two years, and showed the programme as open.
Read its who can apply page closely. Constituted groups, registered charities and schools can apply. However, it can only fund schools, or organisations working with schools, if the project mainly benefits the wider community rather than just pupils, teachers or parents. It lists curriculum activities, improvements to school buildings, outdoor areas or equipment, and after-school clubs as examples it cannot fund. It also asks you to write the application yourself rather than use a bid writer.
This programme covers England only. Groups in Scotland, Wales and Northern Ireland should check the National Lottery Community Fund's funding programmes page for what is available.
Supermarket community grants
Tesco Fruit & Veg grants invite schools, registered charities and not-for-profit organisations supporting children to apply for projects that improve access to fruit and veg. Its page states grants of up to £1,500, with shortlisted local projects going to an in-store customer vote. Examples include breakfast clubs, cooking projects and growing your own fruit and veg. It excludes running costs and work that has already taken place.
The Co-op Local Community Fund accepts groups that can show they are not-for-profit, for example with a constitution, as well as registered charities and other listed group types. Check the Co-op site for when applications open and what it currently supports.
Other retailers run community schemes too. They change often, so rely on each scheme's own current page rather than a list.
Employer giving and local councils
Some employers add to money their staff donate or raise. Parentkind's governance guide notes that registering as a charity can make a PTA eligible for payroll giving and company matched giving schemes. Ask parents to check their own employer's policy. Local councils, and in some areas town or parish councils, may also run small community funds. Check your council's website for anything currently open.
Find the right grants
Start with the project and who it helps, then look for funders with matching aims. PTA+ suggests a grants or communications officer keeps track of suitable funders and recommends a searchable grants database such as FundEd.
- Ask the school business manager what has been applied for recently, so you do not send two bids for the same project.
- Agree with the headteacher before applying for anything on school premises.
- Contact the funder if you are unsure. Awards for All recommends this before applying.
- Note any closing dates in your committee calendar as soon as you find them.
What funders typically ask for
PTA+ advises setting out your objectives clearly, explaining how you will spend the money and describing the expected impact. It notes you may need bank statements, budgets or quotes.
| Item | What to prepare |
|---|---|
| About your group | Name, legal status, charity number if you have one, constitution |
| The need | Why the project matters, with evidence such as feedback from pupils or families |
| The project | What you will do, when, and who will run it |
| Who benefits | Who will use it, including the wider community where the funder requires this |
| Budget | Itemised costs supported by quotes |
| Bank details | A recent statement for an account in the applicant's name |
| Permissions | The school's agreement for work on its premises |
| Results | How you will show what the grant achieved |
Write a simple application
- Answer each question the funder asks, in the order it asks them.
- Open with one sentence: what you want to do, for whom, and what it costs.
- Describe the need using evidence you can stand behind.
- Explain the activity in plain steps with dates.
- Make sure the budget matches the description and includes quotes.
- Explain who benefits, and how the wider community is involved if the funder asks.
- Say how you will know the project worked.
- Ask someone outside the committee to read it before you submit.
Keep a copy of everything you send. You will need it for reporting and for future bids.
Record outcomes and report back
Keep one simple log of every bid: funder, project, amount requested, date submitted, expected decision date, outcome and any conditions. Parentkind's description of a grants officer includes keeping records of all bids and meeting any requirements set by the funder after a successful bid.
If you receive a grant, the treasurer should record it separately from general funds. The essential trustee (CC3) says trustees must comply with any restrictions on spending funds. Spend the money on what you applied for, keep receipts and send any report on time.
If a bid is turned down, note any feedback and check whether the project or the funder was the poor fit. Update your log so the next committee does not repeat the same bid.
Grant application checklist
- Agree the project and its cost with the committee and the school.
- Confirm your legal status, constitution and bank account.
- Check eligibility on the funder's current page.
- Decide who applies and who is the main contact.
- Gather quotes and build an itemised budget.
- Draft, review and submit before any stated deadline.
- Log the bid and the expected decision date.
- Record grant money separately if you are successful.
- Complete any reporting the funder asks for.
- Thank the funder and tell families what the grant paid for, following any publicity guidance.
Combine grants with fundraising
Many projects use a mix of grants and fundraising. Events can show funders that families back the project, and grants can cover costs that are hard to raise through events alone. Our PTA fundraising ideas guide helps you choose events your volunteers can deliver.
Parents Anywhere brings a PTA website, members and volunteers, events and bookings, and payments together, so you can share project progress and run the fundraising that sits alongside a grant. Talk to us about your PTA's plans.