Before you start

When applying for external funding, it is perfectly fine to adapt your application — it doesn’t need to be a copy of your PhD protocol.

• You may adjust the title and highlight the parts of your project that best match the fund’s focus.
• If you need more space, you can choose to describe only one or two studies — especially those for which you are applying for funding.

In short: think strategically and write with the funder’s perspective in mind.

Before applying, make sure you meet the requirements set by your institution or funding body. For example, you may need to hold a specific academic status (such as PhD) and obtain the necessary approvals from your institution.

Always check your department’s or unit’s website for rules regarding approvals, such as budget authorization.

Read the foundation’s call for proposals or guidelines carefully. There is often an upper limit on how much you can apply for.

If it isn’t mentioned, check the foundation’s website. You can often see previous grants there, which will give you an idea of how much to apply for.

Overhead is also referred to as an administrative contribution or indirect costs.

It is the part of a grant that covers expenses which cannot be directly linked to the project but are necessary for carrying it out.

These may include:

• Rent
• Heating
• Water
• Library operations
• Office supplies

Many private foundations do not cover overhead, and the amount may vary depending on your institution.

Read more about project supplements.

The budget is one of the most important parts of your application, as it helps the funder assess whether the project is realistic and feasible.

Be clear about what you’re requesting funding for:

• Personnel: Salaries for research assistants, postdocs, etc.
• Travel: Conference participation, fieldwork, etc.
• Equipment: Software, tools, laboratory materials, etc.

All funders have specific guidelines on what they will support. Read them carefully and avoid including expenses they do not cover.

Co-financing — also called own or self-financing — refers to the contribution your workplace provides to the project. This may include, for example, the time employees spend working on the project, which represents an economic value not covered by the grant.

As a general rule, foundations only provide funding for future expenses.

Therefore, you cannot receive support for costs incurred before the grant has been awarded.

Some — especially larger — foundations state when you can expect a response.

If no timeline is mentioned, a good rule of thumb is that it typically takes 3–6 months.

Smaller private foundations often review applications at board meetings held quarterly, which may result in a longer response time.

There is strong competition for funding from both national and international foundations, and success rates are often low.

It is completely normal that not all applications are approved — so view a rejection as part of the process and be ready to apply again.

Foundations rarely provide a reason for rejection.

Therefore, it’s a good idea to consider how you might improve your application before submitting it to another fund.
Discuss your project idea with colleagues and get feedback.

It is perfectly acceptable to resubmit a revised application with adjustments.

Most often, a rejection occurs because the foundation does not have the financial resources to accommodate all submitted applications.

However, it’s also worth taking a critical look at your own application.

Some common reasons for rejection include:

• The project does not fall within the foundation’s purpose
• The quality or novelty of the project is not sufficient
• The application does not reflect the researcher’s competence or ability to carry out the project
• There are formal or administrative errors