Grant Writing in New Zealand: What Every New Charitable Trust Needs to Succeed
- Leafcutter NZ Team
- Jul 8, 2025
- 4 min read
If you’re a new charitable trust in New Zealand looking to apply for funding or grants, getting your documents in order is one of the most important first steps. Funders want to see that your organisation is well-structured, financially responsible, and capable of delivering impact. The right paperwork will help you stand out from the crowd and give your grant applications a better chance of success.
At Leafcutter Business Support, we specialise in grant writing and funding support for New Zealand not-for-profits. We help trusts and charitable organisations get organised, apply strategically, and build strong foundations for long-term success.
If you're just getting started or preparing to submit your first funding application, here’s a checklist of essential documents to have on hand. You don’t need to have every document on this list - just the ones that are relevant to your organisation and where you’re at in your journey. Start with what you have. Then keep building as you grow.
💡 New to the world of charitable trusts? You might also find our guide helpful: Your Step-by-Step Guide to Starting a Charitable Trust in New Zealand
Governance and Compliance Documents
Funders want to know your organisation is legitimate, accountable, and operating with good oversight. These documents help build trust:
Trust Deed or Constitution - This is your founding document. It should clearly outline your purpose, how decisions are made, and who holds governance roles. Make sure it’s signed and up to date.
Charities Services Registration Certificate - If your trust is registered with Charities Services, include your registration number and certificate. If not, provide details of your current legal structure and status.
Certificate of Incorporation - Confirms your legal structure as a charitable trust or incorporated society through the Companies Office.
Annual Performance Report or Financial Statements - These should include your income and expenditure, as well as an annual performance report showing what your trust has delivered over the past year. For new organisations, draft financials are still useful.
Board Meeting Minutes - Funders appreciate seeing a record of decision-making, particularly where budgets, strategic direction, or funding goals have been discussed and approved.
Planning Documents to Strengthen Grant Applications
These documents show that your trust is organised, future-focused, and capable of delivering on what you propose in your funding applications.
Strategic Plan - A simple 1–3 year plan outlining your mission, goals, key activities, and how you plan to measure success.
Annual Work Plan - A breakdown of activities for the coming year, including who is responsible and when things will happen.
Budget - A clear annual operating budget and, where relevant, a separate project budget for the funding you are applying for.
✅ Want more guidance? Read: 15 Tips for Successful Grant Applications
Supporting Materials to Improve Your Chances of Funding
Strong support materials help demonstrate the need for your services and your readiness to deliver.
Community Needs Analysis - Use research, stakeholder feedback, or your own data to show that your organisation is responding to a real need in your community.
Letters of Support - Endorsements from other organisations, schools, health providers, or community leaders help build credibility and show local backing.
Risk Management Plan - Especially important for event-based or community-facing programmes. It shows you have considered safety, reputational, and financial risks.
Equity and Inclusion Policy - Funders often want to see how your trust supports fair and inclusive access to services.
Marketing or Communications Plan - This shows how you will promote your programme or organisation, engage your community, and reach your audience.
Organisational Chart or Role Descriptions - Funders value clarity. Clearly outlining who is responsible for governance, operations, and delivery helps establish your trust as well-organised and reliable. Especially if you are applying for operational costs and salaries.
✏️ These documents help show your trust is set up for success, even if you're still in your early days.
How Leafcutter Can Help With Grant Writing and Funding in New Zealand
Applying for funding can be time-consuming and stressful, especially when you’re new to the process. That’s where we come in.
At Leafcutter Business Support, we work with not-for-profits, schools, and charitable trusts across Aotearoa to help them:
Develop clear, funder-ready documents
Build strong governance and operational systems
Write compelling, evidence-based grant applications
Plan pilot projects and secure seed funding
Manage the grant process from planning through to reporting
As professional grant writers, we’ve supported our clients to secure nearly $3 million in funding - and growing. Our clients trust us not just to write high-quality applications, but to align the systems behind them to set their organisations up for long-term success.
📘 Want to learn more about crafting a compelling proposal? Read: Crafting Compelling Grant Proposals: Tips for Success
Ready to Strengthen Your Next Grant Application?
Whether you need help with a strategic plan, preparing your next budget, or writing a grant application from scratch, we’re here to support you.
Our grant writing services in New Zealand are designed to lighten the load so you can focus on the work that matters most.
👉 Book a free discovery call today and let’s get your trust fund-ready.
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