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Prompt repository Finance & accounting

Write a budget justification for a grant application

Your grant application needs a budget justification that explains every line and ties it to the project's activities, within the funder's cost rules.

Registry no.
FIN-050
Collection
Finance & accounting
Laid out for
Any chat model
Score
10 out of 10
Blanks to fill
8
Added

Finance & accountingAny chat

The prompt

Score 10 of 10, Excellent

Use it when Your grant application needs a budget justification that explains every line and ties it to the project's activities, within the funder's cost rules.

  • {{funder}}
  • {{funder_rules}}
  • {{budget}}
  • {{activities}}
  • {{personnel}}
  • {{rates}}
  • {{cost_share}}
  • {{length_limit}}
Full prompt and why it works
Prompt
Write the budget justification for our application to {{funder}}, so that the reviewer can see what each cost is, how it was calculated and which project activity it pays for, and finds nothing that breaks the funder's rules.

The funder's budget rules, and any headings or template they require:
"""
{{funder_rules}}
"""

Our budget, line by line, with amounts by year if it runs longer than one year:
"""
{{budget}}
"""

The project's activities and timeline: {{activities}}
Staff on the project (role, effort as a percentage or months, salary basis): {{personnel}}
Our approved rates, with their source (fringe benefits, indirect costs): {{rates}}
Cost sharing or matching, if any: {{cost_share}}

Write the justification under the funder's required headings. If the rules give none, use: Personnel, Fringe benefits, Travel, Equipment, Supplies, Contractual and consultants, Other direct costs, Indirect costs. For each line give:
- What it is and why the project needs it, tied to a named activity.
- The calculation, for example "Project coordinator: 52,000 salary x 50% effort x 12 months / 12 = 26,000". That example shows the form only; use our figures.
- Any rule of the funder's that this line relies on, quoted briefly.

After the narrative, add:
1. A check table with the columns Category, Budget amount, Total of justified lines, Difference, so every category ties to the budget.
2. Flags: lines that may conflict with the funder's rules, such as a cap, an unallowable cost or an equipment threshold, each with the rule quoted.
3. Questions for our grants office.

Keep the narrative within the funder's length limit, {{length_limit}}, in specific sentences a program officer can check against the budget table. A good justification lets the reviewer rebuild every figure from the narrative alone.

Rules:
- Use only our budget figures and approved rates. Do not invent salaries, quotes, trip costs or rates, and do not change an amount to fit a rule; flag it instead.
- Apply the indirect cost rate only to the base the funder's rules or our rate agreement define. If neither defines the base, write [CHECK: indirect cost base] and do not calculate it.
- Do not claim benefits or outcomes that the activities do not state.

If a line has no activity it supports, or its calculation cannot be rebuilt from the figures given, list it under Questions rather than writing a justification for it.

Variables

{{funder}}
The funder and program, for example "the state arts council's community grant".
{{funder_rules}}
The funder's budget guidance: allowable costs, caps, indirect cost rules, required headings.
{{budget}}
Your budget, line by line, with amounts by year.
{{activities}}
The project's main activities and when they happen.
{{personnel}}
Each role on the project with effort and salary, for example "coordinator, 50%, 52,000 a year".
{{rates}}
Your fringe and indirect rates and where they come from, for example "fringe 28% per our benefits cost; indirect 10% de minimis".
{{cost_share}}
Any matching funds or in-kind contributions, or "none".
{{length_limit}}
The funder's page or word limit for the justification, or "no limit stated".

Why it works

  • Background facts. The funder's own rules are pasted and quoted line by line, so each cost is justified against what this funder allows.
  • What good looks like. Every line shows its calculation, and a check table ties each category back to the budget, which is what reviewers test first.
  • If unsure. An undefined indirect cost base gets a [CHECK] marker instead of a calculation, and lines with no supporting activity become questions.

How to use it

  1. Press Fill in blanks and type your details into each blank. What you type stays in this browser.
  2. Copy the filled prompt into the AI tool you already use, such as ChatGPT, Claude or Gemini, or open it in the Grader or the Prompt Tester here.
  3. Before you rely on it, try it on three or four real examples. The Prompt Tester runs them all at once and shows which ones go wrong.
Use it from code

Get this prompt as JSON from the free REST API, with your own text in the blanks, or let an AI assistant fetch it through the MCP server. No key.

curl -s https://thinkhard.si/api/v1/prompts/grant-budget-justification

With the MCP server added to Claude, ChatGPT, Cursor or VS Code, call get_prompt with {"prompt": "grant-budget-justification"}, or just ask for it by name.