How to write a good ESP application
Show how your work is suitable for ESP funding
1. Understand the application process
Grant assessors look at applications to see where money can best meet the needs of different Irish communities.
It is very important to clearly set out in your application why your project is worth funding. You should also show how your work relates to the Emigrant Support Programme (ESP) objectives.
Before starting your application read all information about the Emigrant Support Programme.
As competition has increased for funding, grant assessors look more favourably on organisations collaborating with each other. Organisations working together can improve the impact and efficiency of the funding they receive. There will be a continued focus on supporting these types of applications.
Project criteria for ESP
Assessment is based on the following criteria:
- the need for the project
- beneficiaries in the Irish community (including second and later generations), including their needs and vulnerabilities
- the impact of the project based on clear expected outputs and outcomes
- partnerships with other statutory, voluntary and ESP-funded organisations to maximize service delivery to vulnerable Irish people
- how the outcomes will contribute to the achievement of ESP’s objectives
- the capacity of the organisation to deliver the project
- the total project cost and value for money offered
- what funding has been secured from other sources for the project
- the monitoring and evaluation systems in place to measure the outcomes for target beneficiaries
- commitment to good governance and best practice throughout the organisation, including e.g. financial management, fundraising strategy, inclusion policies and staff training and development.
2. Leave plenty of time to apply
Late applications will not be accepted, so please ensure you leave enough time to apply.
There is little benefit in submitting a quick but, insufficiently prepared application that lacks clarity and supporting documents. Under-prepared applications take longer to progress and reduce the likelihood of success.
Give enough time to have the application reviewed by others, with fresh eyes. Time spent on this will pay huge dividends over the course of the entire application process.
Write in stages
It is unlikely you will finalise a grant application in one sitting. You can save your work in progress in the form and return to the same point. Draft the key points for each section of your application, before continuing with more complex, important detail.
Specific and accurate information
- Make sure you give the correct information for each box in the application form.
- Make sure any numbers given make sense, have context and that they add up.
The assessment forms are designed to gather specific information.
Applications cannot be processed unless the necessary backing documents have also been submitted. Your organisation’s accounts are the most important supporting document.
Presenting the wrong accounts, old accounts, or accounts that do not correctly acknowledge previous year’s ESP funding, is a considerable shortcoming. This will slow your application, or result in it being ineligible for consideration.
Capital funding
If you are applying for capital funding, include three quotes and also a project plan and budget overview. These must clearly demonstrate that a significant portion of the cost of the project has been secured from sources other than the ESP.
4. Apply under the correct category
Know the categories under which you are applying. They are:
Heritage
Projects that promote Irish heritage and identity overseas. This includes but is not limited to:
- Irish arts, music and cultural programmes and festivals (venue hire, publicity and infrastructure costs)
- projects that promote a greater sense of Irish identity
- cultural and heritage outreach projects to schools and community groups. In particular, projects which engage first and subsequent generations Irish
- educational projects that promote Irish culture, heritage and identity.
Welfare (Elderly)
Projects which are specifically targeted at supporting older members of the Irish community. This includes but is not limited to projects that:
- will facilitate access to statutory and voluntary services in their country of residence for vulnerable Irish emigrants
- provide frontline welfare services including advisory, counselling, mental health support, advocacy, information and outreach services
- will improve the welfare and wellbeing of the more vulnerable members of our community. This includes people from the Irish Traveller community and those with complex needs
- will reduce the social isolation of older Irish people. ESP may provide funding towards the costs of regular lunch clubs for older Irish people. These could be venue hire, food costs and possible contributions to transport costs for less able members. Applications for funding of the transport costs associated with occasional social outings will also be considered.
Welfare (Other)
Projects involving the provision of front-line welfare services including advisory, counselling, information and outreach services. This includes but is not limited to:
- projects that will help new Irish emigrants to integrate into their new community
- support for Irish communities in crisis situations in areas geographically removed from the nearest Embassy or Consulate
- research on the needs of the Irish emigrant community.
Business networks
Projects that support, develop and foster Irish business, professional, community and arts networks overseas. This includes but is not limited to:
- venue hire and publicity costs for networking events
- targeted diaspora initiatives which clearly demonstrate the enhancement of links between Irish communities and Ireland to the benefit of both
- projects which the Irish Abroad Unit and/or the local Embassy/Consulate considers to have a positive impact on the community it seeks to serve or the reputation of Ireland in the region.
Capital
The construction, refurbishment or purchase of, capital assets which will benefit Irish communities abroad. Website and large digital/software projects are also included under this capital category.
If your project contains a mix of categories, it may be that you should make two separate applications.
5. Ensure what you’re applying for is eligible
While each application is considered on its merits, in general Emigrant Support Programme Funding cannot be used to fund:
- Artists’, performers’ or speakers’ fees, including travel and accommodation – professional or otherwise
- Personal study or travel abroad
- Repayments of loans or deficits
- Party political activities
- Commercially driven projects
- Costs of attending Embassy or Consulate events
- Purchase of prizes for raffles
- Membership fees for other ESP-funded organisations
- Purchase of vehicles
- Private pensions.
6. Write clearly
Avoid jargon and keep your narrative concise. Make every word count.
Review your application
Have others read your application before you send it in, to ensure that what you write is clear and to the point.
The application is your chance to show you're a competent organisation with the capacity to deliver (by highlighting relevant skills, organisational policies, codes of practice you adhere to, results of evaluations, etc.).
7. Have clear objectives and ways of measuring results
A good application sets out clear objectives and specifies the results sought.
Project objectives should be in line with your organisation’s purpose and the Emigrant Support Programme.
Being able to measure and describe your work is important. For example:
“Our services are used predominately by the vulnerable older Irish community with Irish-born men and women accounting for 73% of our clients. The last census indicated that our geographical catchment area has 23,000 Irish-born individuals, 54% of them over 55. Our data shows that 67% of our clients are male and 33% female. We provided support for almost 8,000 individuals and the age profile of our clients is: 55% 65 and over 26% 55-64 14% 45-54 and 5% 0-44”.
Questions to consider
- What does project success look like?
- How will you know when you’ve got there?
- What is the current situation?
- What does a realistic improvement/impact look like?
>> Read Reporting procedures for details on the SMART Framework to help set out clear objectives with measurable results.
8. Break down and justify your costs
Provide a clear breakdown of your costs.
The funding you request, and the overall estimated cost of the project must be realistic and achievable.
Do not over-estimate costs
Projects will be evaluated at the end of the year based on estimates provided in the application. Seek the amount of funding truly needed.
In many clear and well-supported cases we provide the full funding requested. A project will be considered to have underperformed if by year end only a small portion of the initial estimated cost has been spent.
The breakdown of costs is essential so assessors can see how the funding applied for fits into the overall project costs. It also allows assessors to understand how the project is financed. It makes assessing applications easier.
Be specific
Do not just request vague funding e.g. “£5,000 for Festival”. Breakdown the costs further e.g. “Festival”: £1,500 stage hire, £500 insurance, £500 lighting, £1,000 staff costs, £1,500 venue hire”.