Business grants: how to prepare the documentation?

Up­dated: Septem­ber 2026

A good fund­ing ap­plic­a­tion starts with a care­ful read­ing of the call rules. Before de­scrib­ing your pro­ject, check whether your busi­ness, the planned activ­it­ies and the ex­penses meet the con­di­tions of the spe­cific call.

Key documents

• the call rules and as­sess­ment cri­teria,
• in­struc­tions for com­plet­ing the ap­plic­a­tion,
• the list of eli­gible costs,
• re­quired an­nexes and de­clar­a­tions,
• re­gis­tra­tion doc­u­ments of the busi­ness or or­gan­isa­tion,
• fin­an­cial data and in­form­a­tion on state aid re­ceived,
• doc­u­ments con­firm­ing that you can provide your own con­tri­bu­tion.

Project budget

Every ex­pense should follow from a planned activ­ity, have a jus­ti­fied price and be among the costs al­lowed by the call rules.

It is worth keep­ing quotes, es­tim­ates and notes from your market re­search. These doc­u­ments may be needed during the as­sess­ment of the ap­plic­a­tion, at the re­port­ing stage or during a later audit.

After receiving the grant

Keep the pro­ject doc­u­ment­a­tion sep­ar­ate from the rest of your busi­ness. Use the required descriptions on accounting documents, keep the appropriate records and follow the document archiving rules.

Checks before submitting the application

Make sure that amounts, dates, in­dic­at­ors and the sched­ule are con­sist­ent across all doc­u­ments. Also make sure that the ap­plic­a­tion has been signed by the au­thor­ised person.

Each call has its own rules. The doc­u­ments of the spe­cific pro­gramme and the signed grant agree­ment are bind­ing.