3 Ways to Elevate Your Funding Applications

Why do some projects receive funding while others get passed over?

It's not always because one project is better than another. In many cases, the difference comes down to how clearly the project aligns with program requirements, funding priorities, and implementation readiness.

With limited funding available and increasing competition, even strong projects can be overlooked if those connections aren't communicated effectively.

Understanding what reviewers are looking for can help you strengthen your application, improve clarity, and better position your project for funding. Here are three ways to elevate your next submission.

1. Get a clear understanding of program requirements

Before you dive too deeply into your funding application, it’s wise to research the program and gain a clear understanding of its requirements and expectations. This may seem simple, but some of the most common mistakes come from misunderstanding what is actually outlined in the grant program documents.

Certain details can seem straightforward at first glance, but this is often where submissions begin to go off track. Four major program details to consider include:

• Project eligibility: One of the first and most important checks is understanding exactly what types of projects are eligible. Funding documents are often highly technical, and even a small misunderstanding can determine whether your project qualifies or not.  For example, if a program references “water/wastewater” projects, does that include stormwater, water resources, and operations, or only facility upgrades and design work? Clarifying this early helps ensure your project is properly aligned.

• Population size: In some cases, population is a strict eligibility cutoff, but how those guidelines are applied is not always straightforward. If a program sets a “maximum population of 10,000,” but your census shows 9,980 and local estimates exceed 11,000, how should that be reported? Population may be based on census data, estimates, or other official sources. Confirming how it’s defined early helps ensure your submission meets eligibility requirements.

• Your financial obligation: One of the most common mistakes in the process is failing to outline how you will cover the remaining project costs if funding is awarded. In practice, programs like the Minnesota Pollution Control Agency’s (MPCA) Wastewater Resilience initiative may cover up to 90% of costs, leaving a 10% match. So, if you are proposing a $1,000,000 project but fail to explain how you will cover the $100,000 match clearly, your submission may be weakened or set aside. It’s essential to clearly document your required match, such as a passed resolution or signed letter confirming the funding source and commitment for the duration of the project.

• Deadlines: A deadline may seem like a simple date, but there are certain details to be mindful of. Time cutoffs and time zones all matter. Missing even a small requirement or submitting late by hours or even minutes can result in your project being removed from consideration. Remember, preparing early is always best, giving you time to adjust if needed.

   

Tip: When applying for multiple funding opportunities, state and federal funding calendars can help you track deadlines throughout the year. SEH provides funding calendars for the highlighted states, as well as a federal funding calendar.

Getting clarity on these details early helps avoid common missteps and strengthens your submission from the start. More importantly, it helps you determine whether a funding opportunity is worth pursuing before investing significant time and resources. Once you've confirmed your project is eligible, the next challenge is showing why it deserves funding.

2. Make sure your project aligns with the funder’s goals

Regardless of the funding program type or level, it's critical that you understand which projects will be prioritized and that you communicate in your applications how yours will meet the program's objectives.

• Don't use a one-size-fits-all approach: Funders are not just reviewing eligibility. They are looking for candidates who not only meet the basic requirements but also clearly align with their mission and priorities. Taking the time to research the programs’ favored projects to understand what they prioritize can make a meaningful difference in how your submission is evaluated.

While priorities vary by program, many funding opportunities evaluate applications against specific scoring criteria. Projects that align with those priorities often receive stronger consideration. Common examples include:

• Asset hardening, such as installations, upgrades, electrical work, and equipment that improve system resilience.

• Treatment system resilience improvements.

• Replacing direct force main discharges into stabilization ponds for improved collection system performance.

• Wastewater system energy and water efficiency improvements.

Tip: Looking for some professional insights as you work toward your funding goals? It can be helpful to work with a funding expert, someone who has the experience to help you plan and present your applications to stand out.

Whether you are seeking funding for a new fire station, wastewater improvements, or long-term infrastructure upgrades, clearly showing how your project aligns with a funder’s priorities can help improve your chances of approval. The strongest applications go beyond describing a need and demonstrate measurable outcomes that support the program's goals. When reviewers can easily connect your project to those priorities, they are more likely to view it as a worthwhile investment.

3. Show how your project will move from plan to action

It’s not enough to simply describe what your project is. Submissions with clearly laid out plans are often prioritized because they demonstrate readiness and build confidence in your ability to deliver.

Funders are looking for more than ideas or high-level concepts. They want to see that your project is practical, actionable, and prepared to move toward implementation.

To strengthen your submission, focus on clearly communicating how your project will be carried out. This often includes:

• Effective public engagement techniques: Outline how your community plans to engage stakeholders throughout the project. This demonstrates transparency and accountability and shows how input will be incorporated into decision-making.

• Actionable planning: Rather than relying on high-level concepts, clearly describe how funding will be used to advance implementation-ready planning. This may include evaluating aging systems, identifying vulnerable infrastructure, and prioritizing improvements that prepare your project for the next phase.

• Clear identification of risks and solution: Demonstrate a strong understanding of system vulnerabilities and how your project will address them. Clearly linking risks to proposed solutions helps show that your approach is both targeted and effective.

• Realistic construction cost estimates: Provide accurate and up-to-date cost estimates to show that your project is financially feasible and ready to move forward if funding is awarded.

Applying for funding is complex and requires careful planning. As you pursue state and federal funding opportunities, keeping these considerations in mind can help position your project to stand out in a competitive review process.

The takeaway: Build a stronger funding strategy

Securing funding is rarely just about having a strong project. It’s about how clearly you understand the requirements, how well your project aligns with funder goals, and how effectively you communicate a path forward.

Taking the time to strengthen these areas can help position your next submission for success and move your project closer to implementation.

As you look ahead to future opportunities, taking a thoughtful and strategic approach can help position your project for success. Whether working independently or with a funding partner, investing time upfront to understand priorities, build relationships, and strengthen your application can improve your ability to compete for limited funding resources with more confidence.

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