Using a budget request form is not only necessary but also very important, as it is a legal basis for requesting approval of expenditures from the internal budget. Based on the budget request form, the finance department will have a basis to monitor, record, estimate and balance the business budget, avoiding overspending, loss and internal negativity.
The following article by Bizzi will provide detailed information about the latest funding request form as well as how to create a request form accurately and professionally.
What is a funding request form?
A funding request form is an administrative document used to propose to a superior or competent authority for approval and funding for a specific activity, program, event, or plan. The form is often used in government agencies, organizations, businesses, or schools.
Basic content of a sample request for funding support:
- National emblem, motto (if it is a state agency)
- Name of unit/agency sending the report
- Number and date of the submission
- Title: REPORT Regarding requesting funding for [name of activity/event]
- To: [Name of agency, leader, competent department]
- Legal basis: Relevant documents and regulations
- Suggested content: Brief introduction of activities and reasons for requesting funding; Objectives and significance of the activity; Time and place of implementation; Detailed budget; Estimated funding source (if any)
- Specific recommendations and proposals: Regarding the amount of funding needed, time of distribution...
- Person making the report, Confirmation of the unit, Signature of the leader
The purpose of using the budget request form in cost management is to ensure transparent, planned and procedural financial spending, thereby helping to organize/manage the budget effectively.
- Formal proposal for spending needs
- Support budget preparation and control
- Create legal basis for approval and disbursement
- Increase transparency and accountability within the organization
- Helps plan and evaluate post-spending effectiveness
Common uses of funding request forms
Below are common cases of using the funding request form in practice at state agencies, businesses, mass organizations, schools, etc.:
Organizing events, conferences, seminars
- For example: Request for funding to organize a seminar, year-end ceremony, anniversary celebration, charity program, etc.
- Usually includes: venue rental costs, sound and lighting, gifts, drinks, documents...
Training activities
- Request funding for organizing internal training courses, inviting experts, printing documents, travel expenses for lecturers/students...
- Applicable to government agencies, businesses or social organizations.
Purchase of equipment, materials and assets
- For example: Requesting funding to buy computers, office equipment, tables and chairs, projectors, software, etc.
- Need to have specific estimates and compare options for approval.
Organize movement and union activities
- Including: Children's Day, Mid-Autumn Festival, Teachers' Day, sports festival, art performance, team building...
- Applicable in trade unions, youth unions, schools or businesses with internal activities.
Work, survey, learn experience
- Request for funding for domestic or international business trips: bus/plane tickets, hotel, accommodation allowance, related expenses...
- Need to clearly state time, location, purpose and number of people going.
Communication, marketing and promotion costs
- For organizations that want to request a budget to carry out communication campaigns, advertising, design publications, produce videos, etc.
- Usually accompanied by a detailed media plan and budget.
Support, subsidy, relief
- Request funding to support workers facing difficulties, natural disasters, epidemics, or special circumstances.
- Submission with list of recipients and specific support levels.
Organizing groundbreaking, inauguration and acceptance ceremonies of projects
- Please cover the costs for the ribbon cutting ceremony, organizing invitations for delegates, light parties, souvenirs, etc.
Detailed instructions on how to draft an effective funding request form
Below are detailed instructions on how to draft an effective funding request form, from layout to presentation principles – helping you easily get approved and funded quickly.
Layout of the funding application form
Introduction (National emblem – motto – title)
- National emblem - motto:
- Place name, date of preparation of the report.
- Title of the presentation: Write in capital letters, clearly,
Dear Section
- Send to the correct unit or person with approval authority (Director, Board of Directors, Head of Planning - Finance Department...)
Base section (if required)
- Specify relevant documents, plans, dispatches, regulations, etc. as a basis for requesting funding.
Presentation of reasons for requesting financial support
- Analyze the actual situation, highlight the need for funding.
- Use objective, professional language.
Suggested content section
- Purpose - meaning of the activity requiring funding.
- Time and place of implementation.
- Main job content.
- Detailed budget estimate (can be presented in a clear table format).
- Counterpart funding source (if any)
Recommendations – suggestions
- Propose specific amount of money to be allocated and propose method of allocation and disbursement time.
- Can add the desire to support human resources, communications, logistics...
The end
- Thank you: We respectfully request that your agency consider and facilitate…
- Signature: person making the report, person approving it, head of the unit.
Principles to follow when writing a request for funding form
Present clearly and coherently
- Use formal language, be concise, and avoid emotional words.
- Avoid long explanations, go straight to the reason for requesting funding and the necessary content.
Transparent and reasonable cost estimates
- Specify each item, unit price, quantity, total details.
- Can include tables or appendices if the budget covers multiple items.
Highlight the value and benefits of the activity
- Help reviewers understand why this expense is warranted.
- Emphasize the goal: enhance the unit's image, contribute to organizational development, bring specific results...
Right person – right authority
- Ensure that submissions are sent to the correct level of authority for approval.
- Have full signatures of confirmation from relevant responsible persons (creator, department head, unit leader...).
Check carefully before sending
- Spelling mistakes, incorrect figures, and poor presentation will detract from the credibility of the text.
- Print on paper if necessary, or attach a soft copy according to the document regulations.
Some other notes when writing a request for financial support form
- Comply with regulations on the presentation of administrative documents (Decree 30/2020/ND-CP).
- State your need and desire for funding.
- Demonstrate the necessity of using funds to ensure efficiency.
- Provide accurate and specific information about the purpose of the request for funding.
- Give a compelling reason and the amount required.
Procedure for submitting and processing application form for funding
Step 1: Prepare proposal document.
- Clearly state the purpose and content to be presented.
- Attach relevant data, figures, documents.
- Divide the presentation into logical sections.
- Check and fix errors.
Step 2: Submit/Send documents.
- Send to the authorized person or department (email, hard copy).
Step 3: Reception.
- Classify, record and forward.
Step 4: Evaluation.
- Review the details and evidence and make comments and recommendations.
Step 5: Decide on the treatment.
- The manager makes the final decision.
Step 6: Feedback and notification of results.
- Notify the author or relevant parties.
Sample funding request forms for reference
- Sample request form for general funding.
- Free Download here
- Business funding request form.
- Free Download here
- Sample request form for funding to purchase equipment.
- Free Download here
Applying digital technology in managing and approving applications for funding support
Managing hundreds of expense reimbursement requests and employee payment requests manually is considered a daunting task for accounting staff in enterprises. Therefore, solutions to automate the approval process of funding requests are a smart choice to process advances - payment requests, minimize the risk of errors and enhance the efficiency of the entire financial management system of the enterprise.
The application of digital technology in general and cost management software in particular aims to reduce the time and effort of accounting staff and ensure accuracy and efficiency. Benefits of using software:
- Standardize the process.
- Automate approvals.
- Online announcement.
- Store text and documents easily.
- Monitor process implementation.
- Optimize processing time.
- Ensure transparency.
Bizzi Expense is a streamlined expense management application for businesses. Here's how to automate expense approvals without Bizzi Expense can help your organization:
Support in developing spending policies for the organization
- Easily set up expense usage policies for your organization
- Manage billing information for each user: MST, invoice receipt email, address, personal information
- Manage expense categories according to organizational needs
Standardize the automatic cost creation and approval process
- Build an approval process flow for each spending limit, consistent with the nature of the company's costs
- Decentralize approval and management of permission groups according to each department level
- Create and send spending requests according to various categories: travel, business trips, reception, stationery, etc.
- Create and approve payment requests and expenses conveniently anytime, anywhere, instantly via mobile app
- Conveniently attach invoice information and documents to each expense
Manage department and project costs in real time
- Record expenses quickly in real time
- Manage costs by each category/department/project
- Minimize risk and reconcile payments faster
- Allows exporting expense list excel files.
Control costs strictly according to budget
- Establish and allocate budgets by fiscal year with organization/project/department size
- Proactively control budgets with the ability to set spending limits and assign budgets to each category/department/project
- Automatically warn when spending exceeds the allocated budget
- Easily track remaining budget information and spent expenses
- Dashboard system reports budget compared to reality to help evaluate performance and effective financial operations
- Synchronize with the organization's cost management system and payment request approval process
Conclude
The budget request form is a document that is frequently used to present and propose to superiors about the use of budget for production, business or business management activities. The purposes of writing a budget request form can be listed as: Office supplies purchase costs, marketing costs, event organization costs, etc. Not all submissions are approved when sent but need to go through many steps, many parties check and evaluate the content in the submission. Therefore, the person drafting this document needs to clarify the content to be quickly reviewed and approved.
To learn more about automating the expense approval process for your company, book a demo with Bizzi today!
- Link to register for a trial of Bizzi products: https://bizzi.vn/dang-ky-dung-thu/
- Schedule a demo: https://bizzi.vn/dat-lich-demo/