Following up professionally on funding applications is critical—it shows commitment, allows you to provide additional information if needed, and keeps your application top-of-mind. This guide provides funder-specific protocols, timing guidance, communication templates, and escalation procedures to help you navigate follow-ups without annoying assessors.
Who This Is For
- SMEs waiting for funding decisions with no update from funders
- Applicants unsure whether to follow up or how to do it professionally
- Businesses that have been asked for additional information
- Consultants helping clients manage funder relationships
Why Follow-Up Matters
Benefits of Professional Follow-Up
- Demonstrates commitment: Shows you're serious and invested in the outcome
- Catches errors: Identifies if application was missed, lost, or incorrectly categorized
- Provides additional info: Opportunity to clarify or supplement your application
- Manages timeline: Helps you plan cash flow around expected decision dates
- Builds relationships: Personal contact with funder representatives
- Identifies issues early: Learn if documents are missing or non-compliant
When to Follow Up
Initial Follow-Up Timing
| Funder | Stated Processing Time | First Follow-Up |
|---|---|---|
| SEDFA (small loans) | 15-30 working days | Day 31 (after stated timeline) |
| SEDFA (large loans) | 30-60 working days | Day 61 |
| DTIC Incentives | 2-4 months | After 4 months (if no update received) |
| NYDA | 6-8 weeks | Week 9 (1 week after stated timeline) |
| NEF | 3-6 months | After 6 months (unless invited for presentation) |
| IDC | 2-4 months | After 4 months |
Subsequent Follow-Ups
If no response to first follow-up:
- Week 2 after first follow-up: Send reminder via different channel (if emailed, try phone)
- Week 4 after first follow-up: Escalate to supervisor (see escalation section)
- Week 6 after first follow-up: Consider formal complaint or visit branch in person
Frequency Guidelines:
- Maximum once per week via any channel
- Avoid daily or multiple-times-per-day contact
- Space follow-ups 1-2 weeks apart unless urgent
- Track all communications (date, time, person, response)
How to Follow Up Professionally
Choosing the Right Channel
Channel Priority (Use in This Order)
- Portal Messaging: Most funders prefer internal portal messages (logged, tracked)
- Email: Use designated email addresses (not generic info@ addresses)
- Phone: Call designated support lines during business hours
- In-Person: Visit branch offices if other channels fail (schedule appointment)
Avoid These Channels
- Personal cellphones of staff (unless they gave it to you)
- WhatsApp (not professional unless funder uses it officially)
- Social media DMs (use public channels for visibility)
- Showing up unannounced at offices
What to Say (Templates)
Template 1: Initial Status Inquiry (Email/Portal)
Subject: Status Inquiry: Application #[Reference Number]
Dear [Funder Name] Team,
I submitted a funding application on [Date] for [Programme Name] with reference number [Ref #]. According to your processing timeline of [X weeks/months], the review should now be complete or nearing completion.
Could you kindly provide an update on the status of my application? If any additional information is required, I am happy to provide it promptly.
Thank you for your assistance.
Kind regards,
[Your Name]
[Company Name]
[Contact Number]
Template 2: Follow-Up After Requesting Info
Subject: Re: Additional Information Request - Application #[Reference Number]
Dear [Assessor Name],
Thank you for your request for additional information dated [Date]. I have uploaded the requested documents to the portal on [Date]:
- [Document 1 name]
- [Document 2 name]
- [Document 3 name]
Please confirm receipt and advise if anything further is needed.
Looking forward to your feedback.
Kind regards,
[Your Name]
Template 3: Phone Follow-Up Script
When Connected:
"Good morning/afternoon. My name is [Your Name] from [Company Name]. I'm calling to inquire about the status of a funding application I submitted on [Date] with reference number [Ref #]. Could you please help me check the status or direct me to the right person?"
Have Ready:
- Application reference number
- Date of submission
- Programme applied for
- Your contact details
SEDFA Follow-Up Protocols
Preferred Communication Methods
- Primary: Online portal messaging (portal.sedfa.org.za)
- Secondary: Email to support@sedfa.org.za (include ref number in subject)
- Phone: 0860 103 703 (Mon-Fri, 8AM-5PM)
- In-Person: Visit nearest SEDFA branch (check website for locations)
Response Time Expectations
- Portal messages: 2-3 working days
- Email: 3-5 working days
- Phone: Immediate if lines are open, may need to call back
Best Practices
- Always reference your application number in every communication
- Use portal status tracker first—many updates happen there without email notification
- If pending information request, respond within 5 working days maximum
- Branch visits are encouraged if struggling with portal or need guidance
DTIC Follow-Up Protocols
- Primary: OIS portal messaging (ois.thedtic.gov.za)
- Email: incentives@thedtic.gov.za
- Phone: 012 394 1940 (Mon-Fri, 8AM-4:30PM)
- Response Time: 5-7 working days (DTIC processes are slower)
- Tip: DTIC applications go through multiple departments. Be patient and professional
NYDA Follow-Up Protocols
- Primary: NYDA portal (services.nyda.gov.za)
- Phone: 0877 NYDA NOW (0877 6932 669) - recommended for status checks
- Email: info@nyda.gov.za
- Provincial offices: NYDA has strong provincial presence, visit local office
- Tip: NYDA is youth-friendly—they encourage follow-ups and are generally responsive
NEF Follow-Up Protocols
- Primary: Email to assigned deal manager (if you have one)
- Secondary: Call centre (011 305 8000)
- Email: callcentre@nefcorp.co.za
- Response Time: 5-7 working days (NEF due diligence is thorough)
- Tip: NEF timelines are longer. If invited for presentation, that's a very positive sign
IDC Follow-Up Protocols
- Primary: Email to assigned investment officer
- General inquiries: callcentre@idc.co.za
- Phone: 0860 693 888
- Response Time: 5-7 working days
- Tip: IDC assigns officers to deals. Build relationship with your officer
Responding to Information Requests
When Funder Requests Additional Information
- Respond within 48 hours: Even if just to acknowledge receipt and commit to deadline
- Clarify what's needed: If request is unclear, ask for clarification immediately
- Provide complete information: Don't give partial answers hoping to buy time
- Explain if delayed: If you can't provide info immediately, explain why and give timeline
- Confirm receipt: After uploading, send confirmation email/message
- Be proactive: If you realize additional context would help, offer it
Escalation Procedures
When to Escalate
Escalate only when:
- You've followed up 3+ times with no response over 4+ weeks
- Your application has exceeded stated timeline by 2x (e.g., 60 days when 30 stated)
- You've provided requested information but heard nothing for 3+ weeks
- You discover your application was never logged/received
- Assessor is unresponsive and you have time-sensitive business needs
Do NOT escalate when:
- Still within stated processing timeline
- Only 1-2 weeks since your last follow-up
- During known holiday periods (Dec-Jan)
- You're impatient but funder has been communicative
How to Escalate Professionally
Escalation Path
- Step 1: Request supervisor/manager
Contact the same channel but ask to speak to supervisor: "I've been following up on application #X for several weeks without response. May I please speak with a supervisor?"
- Step 2: Formal complaint via official channels
Most funders have official complaint procedures (check website). Submit formal complaint with timeline of all your follow-up attempts.
- Step 3: In-person visit to head office/branch
Visit in person with printed timeline of communications. Request meeting with manager.
- Step 4: External escalation (last resort)
Contact ombudsman, write to CEO, involve MP/councillor. Only after exhausting internal channels.
Escalation Template
Subject: Escalation Request: Application #[Ref] - No Response for [X Weeks]
Dear [Supervisor/Manager Name],
I am writing to escalate a matter regarding my funding application (Reference #[X], submitted [Date]) as I have not received a response despite multiple follow-up attempts over the past [X weeks/months].
Timeline of follow-ups:
- [Date]: First follow-up via [channel] - no response
- [Date]: Second follow-up via [channel] - no response
- [Date]: Third follow-up via [channel] - no response
I understand the assessment process takes time, but the lack of any communication after [stated timeline + X days] is concerning. I would appreciate your assistance in:
- Confirming my application is being processed
- Identifying any outstanding information needed
- Providing an estimated decision timeline
Thank you for your attention to this matter.
Kind regards,
[Your Name]
[Contact Details]
Maintaining Funder Relationships
- Be consistently professional: Even when frustrated, remain courteous
- Update on business changes: If major changes happen during assessment, notify funder
- Thank assessors: Whether approved or rejected, thank them for their time
- Provide feedback: If process had issues, provide constructive feedback
- Stay in touch: Even if rejected, maintain relationship for future applications
- Report successes: If funded, update funder on positive outcomes and impact
Common Follow-Up Mistakes to Avoid
| Mistake | Why It's Harmful | Better Approach |
|---|---|---|
| Following up daily | Annoys assessors, wastes their time | Space follow-ups 1-2 weeks apart minimum |
| Being aggressive or demanding | Damages relationship, may harm chances | Stay professional and courteous always |
| Not tracking communications | Can't prove follow-ups if escalating | Keep log of all contacts (date, time, person, response) |
| Using wrong channels | Messages go to wrong place, ignored | Use funder's preferred communication channel |
| Not providing ref number | Assessors can't find your application | Always include application reference number |
| Never following up | Miss chances to provide info, application forgotten | Follow up appropriately after stated timeline |
Next Steps
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