Explain the calculation and the purpose
For each line, name the expense, show the arithmetic, and link the cost to a specific activity. State the source of a rate or estimate where the application requires it. Someone reviewing the narrative should be able to trace the amount back to the budget table without guessing.
Use the funder's required categories and form when one is supplied. This general workbook does not determine whether a cost is allowable. Check the opportunity's rules for equipment, indirect costs, matching support, project dates, and any costs incurred before an award.
A fictional workshop budget
In this example the organization requests $8,000 and plans to cover $2,000 from its own resources: $1,000 of teaching-artist costs and $1,000 of venue costs. These are illustrative planning assumptions, not a funder's matching requirement or evidence of committed support.
Scroll the table sideways to see all columns.
| Cost | Calculation | Project cost | Requested | Other support (planned) |
|---|---|---|---|---|
| Teaching artists | 40 sessions × $150 | $6,000 | $5,000 | $1,000 |
| Participant materials | 40 participants × $50 | $2,000 | $2,000 | $0 |
| Venue | 20 days × $75 | $1,500 | $500 | $1,000 |
| Outreach printing | 500 copies × $1 | $500 | $500 | $0 |
| Total | Sum of the four costs | $10,000 | $8,000 | $2,000 |
A complete grant budget narrative example
The applicant, project, people, and amounts are fictional. This is a teaching example, not an approved budget or successful application. Use your own verified rates and funding evidence, and follow the funder's required format.
Eastside Saturday Arts: $10,000 total project cost; $8,000 requested
Eastside Community Arts proposes 20 Saturday workshops for 40 young people from January through May 2027. Two teaching artists will lead each workshop. The figures below are fictional planning estimates, not supplier quotes or approved rates. The applicant would confirm rates, availability, and eligible costs before submitting.
Teaching artists — $6,000 total; $5,000 requested. Two artists at each of 20 workshops produce 40 teaching-artist sessions. At an estimated $150 per artist per session, the cost is 40 × $150 = $6,000. The session fee covers preparation and delivery of the guided activities. We request $5,000 and plan to provide the remaining $1,000 from organizational resources. The fee would be checked against the agreed scope and artist rates before contracting.
Participant materials — $2,000 total; $2,000 requested. Materials for 40 participants are estimated at $50 per person for the full workshop series: 40 × $50 = $2,000. This covers the paper, drawing and printmaking supplies, and shared consumables needed for the planned activities. We request the full $2,000. The teaching artists would confirm quantities against the session plans and obtain current supplier prices.
Venue — $1,500 total; $500 requested. The workshops require 20 days of suitable space at an estimated $75 per day: 20 × $75 = $1,500. The space must accommodate the participants, teaching activities, and setup. We request $500 and plan to provide $1,000 from organizational resources. We would confirm availability, the hire rate, and what is included before making a booking.
Outreach printing — $500 total; $500 requested. We estimate 500 enrollment flyers at $1 per copy: 500 × $1 = $500. The flyers will explain the workshop schedule and registration process to local families. We request the full $500. We would confirm the print specification and price, and obtain permission from distribution locations before printing.
Funding summary. The four costs total $6,000 + $2,000 + $1,500 + $500 = $10,000. The request totals $5,000 + $2,000 + $500 + $500 = $8,000. We plan to cover the remaining $2,000 from organizational resources: $1,000 for teaching artists and $1,000 for the venue. That contribution is not yet committed; we will confirm it before proceeding. No in-kind contribution is included in these cash figures.
Use this sentence pattern
[Expense]: [quantity and unit] at [unit cost] equals [total cost]. This supports [specific project activity]. The rate is based on [quote, pay policy, or other appropriate evidence]. We request [amount] and identify [other source and status] for the remaining cost.
Reconcile before submitting
If donated materials or services replace a planned purchase, revise the cash budget and narrative together. A separate donation request is not confirmed support, and the same purchase should not remain in the cash request after it is fully covered by an agreed donation.
- Check that quantities, rates, and totals agree between the narrative and budget.
- Separate total project cost, the amount requested, and other support.
- Confirm whether other support is planned or committed, and retain the evidence.
- Check project dates and the funder's current cost and attachment requirements.
- Have the person responsible for the budget review both documents together.