How to apply for external research grants

Thank you, Kirsten, for that lovely introduction, and thank you, everyone, for joining today. Let's get started.
Today, I’ll be discussing the philosophy of grant writing, where to find grant opportunities, early planning and conversations, letters of support, demonstrating feasibility, budgeting, and things to consider if you're awarded a grant. I’ll also share tips and pitfalls based on feedback from research support scheme assessment committees.
Securing a grant is a common goal in the research world and prestigious for the recipient or organisation. But receiving public funds also comes with significant responsibility. It’s essential to have an honest assessment of your capacity to manage the administrative layer that comes with grant-funded research. You are accountable to the funding body and the community. Delivering on the grant builds trust in scientific findings and research in general.
Another consideration is avoiding research waste—research that’s poorly conducted, unnecessary, or done for the wrong reasons. Value for investment is critical, ensuring your research plan is feasible and delivers on its outcomes.
Where can you find grant opportunities? You can do what I do—Google it. Simple searches like "liver research grants Australia" can yield results. I also subscribe to funding bodies’ updates. If you don't already receive the Metro South Research newsletter, let us know, and we’ll subscribe you. TRI (Translational Research Institute), our closest partner, has a newsletter worth subscribing to, even if you’re not doing lab research. The Queensland Health Office of Research and Innovation (ORI) also has a newsletter with updates on grants like the clinical research fellowships and health practitioner grants. You should also subscribe to the NHMRC newsletters and use Queensland Government’s Grant Finder.
I recommend starting a spreadsheet to track grants, as many programs are cyclical, helping you plan ahead.
Planning early is essential. A diversity of skills, resources, and experience facilitates outcomes beyond what you can achieve alone. Consider building a team of experts. If you're in Allied Health, reach out to colleagues for help. Speak with your head of department and business manager, as your project depends on available infrastructure. Discuss whether you can get backfill, employ a research assistant, or secure protected research time. Your business manager will help develop a realistic budget to avoid shortfalls.
If your project relies on data, speak with the data custodian to ensure availability. Consider talking to ethics and governance teams, especially for complex projects with multiple collaborators, Metro South-sponsored clinical trials, novel therapies, or unapproved devices. This will help you understand necessary approvals and contracts. Administrative approvals take time, so start early.
Metro South’s Biostatistics Service is a valuable resource. They offer free hours to help Metro South employees with aims, methodology, and even grant applications. Engaging with a biostatistician early ensures your methodology will deliver meaningful data.
When you find a grant opportunity, read the guidelines thoroughly. Revisit them often as new details emerge. Understand the funding body's objectives, eligibility criteria, and assessment criteria to maximise competitiveness.
Many grants require supporting documents, including letters of support signed by an authorised delegate. These documents detail Metro South’s contribution and must be signed by an authorised individual, such as the Health Service Chief Executive or Executive Director of Metro South Research.
When writing grant applications, avoid repeating background information. Reviewers want concise, direct answers. Start responses with the main point—e.g., "This research is significant because..."—and back assertions with data or evidence. Avoid overstating your research’s significance, as experienced reviewers can easily identify feasibility issues.
Clear writing is key. Reviewers may not be subject-matter experts, so avoid jargon and use consistent terminology. Ensure your application explains how you’ll deliver the project, not just the methodology.
A letter of support should reflect Metro South’s agreed contribution to the proposal. It needs to be signed by an authorised delegate, and our office can help with that. It typically takes 5–10 days to secure a signature.
If you're interested in reading that, let us know. Let's talk about feasibility and developing a budget. Grants provide a specific amount of money within a set time frame. Feasibility is about your ability to deliver what you propose within budget and on time. Don’t be overly ambitious with your goals.
If you're a novice researcher, aim for a small, achievable project. Have realistic milestones, particularly when it comes to securing ethics and governance approvals or drafting contracts, especially if you’re collaborating with people outside Metro South. Feasibility also involves assembling a team with the necessary skills to deliver the project. You want a team with diverse expertise: someone familiar with recruitment, someone strong in writing applications, and someone with expertise in statistics, study design, or methodologies like creating surveys. Planning is essential to build the right team.
Consult with your head of department, business manager, or line manager to understand the operational processes that will support you, like onboarding staff or organising backfill. Consider your recruitment strategy—this is where many proposals fail. Don’t assume doctors in clinics will remember your trial; have someone on your team who will actively drive recruitment.
You must plan for the unexpected and be prepared for the plan to change, as nothing ever goes perfectly.
Regarding your budget, the grant guidelines will dictate what eligible items you can include. These are typically things essential and directly related to conducting the research during the grant period, such as research time or FTE, your salary, or staff like a research coordinator. If you don’t have funding for journal publications or conferences, include that, and don’t forget to involve consumers, which is now expected in research. Budget for their reimbursement as well.
You can’t include overheads, levies, equipment repairs, or maintenance, even for essential equipment, unless it’s part of an equipment grant. General items for day-to-day research or operational needs are also excluded.
If you're lucky enough to be awarded a grant, you'll receive a funding agreement. Only an authorised delegate can sign it, and it will outline your responsibilities, the project milestones, and how payments will be disbursed. The grant can only be spent on items listed in your application budget. The funding agreement, once fully signed by all parties, allows your business manager to raise or pay invoices. If the grant is over $10,000, you’ll need a separate internal order number.
Make sure to submit the funding agreement to the Research Office for assistance. You’ll also receive a letter of offer or have due dates mapped out for progress reports, a final report, and financial acquittals. Keeping track of these deadlines is essential, as submitting reports late can delay further payments. If you think you'll need an extension, request it well before the report is due.
Here are my top five tips for getting organised to submit a grant application:
1.Engage with research leaders at your facility or affiliated university. Attend research events and education sessions and subscribe to research newsletters to stay informed and build your network.
2.Prepare early. Set your own deadline a day before the actual deadline to avoid last-minute technical difficulties. Allow time to circulate your application for peer review and feedback.
3.Don’t hesitate to ask for help, especially if you're new to research. Seek advice from senior researchers to strengthen your application.
4.Embrace the process—it’s unavoidable. Don’t try to take shortcuts, as this will only cause issues later. Going through the process will deepen your understanding and improve your ability to participate effectively.
5.Tailor your application to the specific grant. Don’t copy and paste from a previous, unsuccessful application. Go back to the grant criteria and ensure your responses are competitive for this opportunity.
Think from the reviewer’s point of view. They will score your application based on how well you address the criteria, not just on the merit of your research idea. Proofreading is also essential to eliminate mistakes or long-winded sentences.
Common pitfalls include a lack of cohesion between your aims, methodology, and expected outcomes. Reviewers may feel your idea is good but lacks sufficient detail. Low readability, like long paragraphs and sentences, is another issue, so break up your text and include illustrations where helpful. Also, avoid misinterpreting questions, which often happens when you copy and paste from another application.
Ensure you have the necessary expertise in your team. Reviewers will notice if there are gaps, such as missing expertise in survey delivery or analysis methods. Collaborations must be meaningful, with clearly defined roles. Don’t estimate your budget—reviewers are skilled at identifying under-budgeted items like inadequate salaries.
Finally, don’t leave submission to the last minute. Technical issues can easily cause you to miss the deadline, so always aim to submit early.
Thank you, and if anyone has any questions, I’d be happy to help.