Which certificates go in a grant file?

The tax-compliance certificate, the social-compliance certificate and a sworn statement of aid already received under the de minimis ceiling. They have a short validity, so request them shortly before submission.

Can you commit costs before submitting the application?

No, in most schemes. Costs must be committed after submitting the application. An invoice or a signed quote dated before submission generally makes the cost ineligible.

What happens if a document is missing?

The file can be rejected without review. Grant bodies often assess complete files only: one missing document or a late submission is enough to set the file aside.

How do you manage several applications at once?

With one checklist per file and automatic reminders timed to each scheme's deadline. The applicant uploads documents to a secure portal and you track progress without chasing by hand.

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June 12, 2026 · 8 min read

What documents do you need for a grant application?

A successful grant application depends as much on the file as on the project itself. Gathering the right documents for a grant application — company identity, tax and social compliance certificates, project file — is what separates an assessed file from a rejected one. Grant bodies are strict: one missing document and the file is set aside without review.

Here's the list of documents to prepare, in logical order: first check eligibility, then company identity, compliance, and finally the project file. At the end, a method to manage several files with different deadlines without missing a cut-off date. If the funding you're after is a Bpifrance scheme rather than a classic grant, our dedicated article on Bpifrance funding application documents covers the documents specific to that type of file.

Step 1 — Check eligibility before building the file

Before gathering a single document, read the scheme's guidelines. Every grant has its criteria: company size, sector, geographic area, type of cost funded. Building a file for a scheme you're not eligible for is wasted time.

Also check that the company is up to date with its obligations. Overdue social contributions or an unresolved tax dispute blocks the award, even with an excellent project.

Read the guidelines and the full list of required documents
Check eligibility criteria: headcount, turnover, sector, territory
Be up to date on social contributions and tax obligations
Confirm the planned cost falls within the scheme's eligible expenses

Step 2 — Company identity

These documents prove the company's legal existence and bank identity. They're required in almost every grant file, public or private.

Company registration extract less than 3 months old
Up-to-date articles of association
Bank details (IBAN) in the company's name
Tax returns for the last two or three years
Latest balance sheet and income statement

Step 3 — Compliance certificates

The grant body must be sure the company is in good standing before paying out public funds. These certificates have a short validity: request them shortly before submission so they're still valid.

Tax-compliance certificate from the tax office
Social-compliance certificate (contributions up to date)
Sworn statement of aid already received, under the de minimis ceiling
Where applicable, statement of no conviction and compliance with legal obligations

Step 4 — The project file

This is the part that justifies the grant: what you'll do, how much it costs, and why funding is needed. The more precise and costed the file, the more credible it is to the assessor.

Detailed, named quotes for the planned costs
Business plan or project presentation note
Financial forecast over the project's duration
Scheme-specific proof of eligibility (labels, certifications, location)
Financing plan showing the grant requested and the self-funding

Meeting deadlines and the order of spending

Beyond the documents, two rules sink otherwise solid files. First: the submission deadline, often a hard cut-off with no tolerance. Second, less well known: most schemes require costs to be committed AFTER submitting the application. Signing a quote or paying an invoice before submission makes the cost ineligible.

In practice, a complete file submitted on time goes to assessment; a missing document, a quote dated too early or a late submission, and the file is rejected with no appeal. Rigour on these two points counts as much as the quality of the project.

Note each scheme's submission deadline and aim to submit early
Commit no spending before the application is acknowledged
Keep dated supporting evidence (quotes, purchase orders, invoices)
Check the list of documents one last time before sending

Managing several files with different deadlines

When you run several applications in parallel, each with its own deadline and its own list of documents, the risk is no longer forgetting a document: it's missing a deadline or mixing up evidence between files. Requesting each document by email, file by file, quickly becomes unmanageable.

The effective method: one checklist per file, shared via a secure portal, with automatic reminders timed to the scheme's deadline. The applicant sees what's left to provide, uploads documents with no account to create, and reminders intensify as the deadline approaches. You track the progress of every file at a glance, without chasing by hand.

Frequently asked questions

Which certificates go in a grant file?: The tax-compliance certificate, the social-compliance certificate and a sworn statement of aid already received under the de minimis ceiling. They have a short validity, so request them shortly before submission.
Can you commit costs before submitting the application?: No, in most schemes. Costs must be committed after submitting the application. An invoice or a signed quote dated before submission generally makes the cost ineligible.
What happens if a document is missing?: The file can be rejected without review. Grant bodies often assess complete files only: one missing document or a late submission is enough to set the file aside.
How do you manage several applications at once?: With one checklist per file and automatic reminders timed to each scheme's deadline. The applicant uploads documents to a secure portal and you track progress without chasing by hand.