Prepare for philanthropic funding

Foundation grant seeking rewards patience, curiosity and relationship‑building. By understanding how foundations operate, investing in alignment and outreach and thinking long‑term, you can build funding pathways that extend well beyond a single application.

Kristina opened a recent UTS research workshop by explaining that foundations and government funding schemes operate in fundamentally distinct ways. 

Foundations are strategic with their funding and process for allocation. They may choose to be bound by application cycles or by a more invite style process. 

Philanthropic funding is accountable to legislation regarding management of their entity and their charitable purpose, not taxpayers.

Avoid a “one-size-fits-all” approach  

Foundations vary widely in what they fund, how they assess fit and what outcomes they value. Because philanthropy is relationship-led, Kristina said that foundations respond best when you invest time in understanding what they care about. 

“Different foundations care about different things, from early‑stage ideas to specific populations, to long‑term systems change,” Kristina said, adding that it is important to take the time needed to explore which foundations might be the best fit for your research ambitions.

Family foundations often reflect the passions of the founder, so understanding origin stories and personal drivers can be as important as aligning with formal focus areas. 

Reviewing previously funded projects can help clarify themes that are of interest to a foundation and what is the value of a typical grant.

Unlike when applying for government grants, connecting with foundation program staff is not only acceptable, but often essential. 

“Conversations with program managers can help you understand what they care about, how they frame impact and whether your idea is a good fit," Kristina said.

Having this kind of in-depth knowledge is important before you write a proposal. Knowing that there is strong alignment can also save you time and improves the quality of later conversations. 

Kristina suggests you take these practical steps for developing a mental map of the foundation landscape:

• research foundations well beyond their websites
• pay attention to how a foundation describes its mission and values
• look for patterns in what they have funded previously
• understand where your work sits within a foundation’s broader goals.

Conversations with funders can help you understand what they care about, how they frame impact and whether your idea is a good fit.

Outreach is part of the process

In seeking to develop a long-term relationship, Kristina suggests you think about foundation funding as a cycle, not a one‑off application process. 

As part of this cycle, a considerable amount of work is needed before making an actual submission, from designing and refining a feasible project idea to creating a concept note to align your work to a foundation’s priorities.

In foundation grant-seeking, engaging with foundation program staff is a skill that helps you:

• test whether your idea is timely and relevant
• refine your framing and language
• learn what foundations are not funding
• build relationships that extend beyond a single application.

Kristina said that a “not right now” response can open doors to other funders or future opportunities. Foundations are increasingly networked, so it could be that program staff can point you to better‑aligned organisations.  

Articulate your vision in a brief concept note

Kristina describes a concept note as being like a mini grant proposal.

“It's very digestible. It's a document that you could walk through on the phone call without having expected the program staff to have read it in advance," she said.

In grant seeking, Kristina said that you should never chase the funding. 

“Instead, it is about being clear on how you articulate exactly what it is you want to see funded, and why it matters. Think about it as a way of strategic planning.”

Although it’s short, your concept note needs to touch on the goals and objectives of your research, details about the scope of your project and the timeframe and why the work matters. 

“You're not just thinking about how to pitch your research to a funder. You're developing a concept note because this is what you want to achieve in the world,” Kristina said.

“I'm a big believer in developing your concept note funder agnostic as a strategic planning document, where you lay out the work you are excited to do and the impacts it will have.” 

You're not just thinking about how to pitch your research to a funder. You're developing a concept note because this is what you want to achieve in the world.

“That way, you are not chasing that funding. You're still in control of what you want to do. And it is a hugely valuable document to develop for your own clarification.”

Once you are happy with your concept point, you can then tailor your pitch to make sure that you're hitting some of the notes that the funder cares about. 

“A targeted concept note should position your research as a clear match to a funder’s priorities and giving history.”

Stewardship matters

Kristina warned that what happens after having submitted a funding application is just as important as what happens before making an approach. Investing in relationships is key, as foundation funding is built on trust, and stewardship is how that trust is sustained. 

“If you receive funding, stewardship means maintaining communication, delivering on expectations and demonstrating impact over time,” she said.

If your proposal is declined, thoughtful follow‑up and continued engagement can strengthen your relationship with the funder and position you well for future opportunities.

Get support early 

Kristina recommends those new to foundations or those with deep relationships are recommended to seek coaching and strategic support in developing effective concept notes.

• discuss philanthropic ideas with your faculty leadership early
• seek advice on alignment and readiness from the Advancement team
• access the valuable grants consultancy and coaching support through the Research Office.

As not every idea is suited to foundation funding, early guidance can help focus your efforts in the areas where you have the greatest chance of success. 

Kristina delivered this workshop as part of our feature series on Building an International Research Strategy where we encourage researchers to Diversify funding strategies beyond government grants.

What’s next?

Be inspired by the wide range of philanthropic support for UTS projects by reading the 2025 Donor Impact Report.

UTS staff can access: 

• The recording, slides and Hanover Research resources from the "Cultivating Foundation Relationships" workshop at the International Research Grants SharePoint
• The UTS Advancement Team’s Trust & Foundations Toolkit.