Guidance

How to complete your Capital Grants application by email or post

Updated 16 September 2024

Applies to England

You must read the Capital Grants applicant’s guide before completing your application to make sure you’re eligible to apply. 

If you’re able to apply online, follow the guide on how to complete your online application. 

To submit your application by email or post, you will need to complete an: 

• application form 
• map to support your application

Complete your application form 

Download the Capital Grants application form from GOV.UK. 

If you cannot access GOV.UK, request a copy of the application form by email at ruralpayments@defra.gov.uk or telephone on 03000 200 301. 

Prepare a map to support your application 

You must submit a map or maps in support of your application. 

Mark your Capital Grants maps to show the location of your Capital Grants items on your land parcels. You’ll need to cross-refer the locations on the maps with the details you enter on the application form. We suggest you complete the application form and your Capital Grants item maps alongside each other. 

If your application is successful and you are offered an agreement, your Capital Grants maps will become your Agreement Maps.

How to create a map 

You can create your base map yourself by printing your digital maps in the Rural Payments service. Make sure your printed map is clear, readable and meets the standards set out below. 

If you cannot create the map yourself, you can request one by either calling us or you can use MAGIC maps. If you choose MAGIC maps, use the ‘export map tool’ as this adds the required licence information. Wherever you get your base map from, make sure it has the copyright licence for this use.

Minimum mapping standards 

The map must be: 

• A3 or A4 in size 

• 1:2,500 or 1:10,000 scale (unless using the Rural Payments Land View screen in the Rural Payments service to produce a map as it will automatically scale the map to fit A4, which is acceptable) 

You must: 

• show the whole land parcel on which the boundaries to be included are located and the boundaries of the land parcel must be clear 
• give each map a unique number and include total number of maps, for example ‘map 1 of 3’ 
• include the scale of the map 
• write your Single Business Identifier (SBI) – consisting of 9 digits, application year and agreement title (as entered on the application form) – on the top right of the map 
• write the name of business or applicant on the right-hand side of the map – this should be the name (beneficiary) that is registered with us for the SBI 
• if there are no numbered Ordnance Survey (OS) grid lines, write a 6-figure OS grid reference for the centre of the map on the bottom left of the map (format AB 123 456) 
• include land parcel reference numbers, for example SK 1234 5678, for the land parcels where the capital items will be undertaken 
• circle the land parcel reference number for all parcels that you include in your application 
• add the capital item code to the land parcel where the capital works will be undertaken 
• mark the boundaries you include in your application with a thick black line –only include the field parcels adjacent to one side of each boundary, not the parcels on both sides of a boundary 
• use black ink when you write on your map 
• cross out any mistakes – do not use correction fluid 

If you send a map that does not meet these requirements, we’ll return it to you to amend or ask you to send us a new one. You’ll need to complete this map to the minimum standards and return it to us.

Example map 

The example map shows what you need to mark on your map.

In this example map, the required details are hand-written. The land parcel number is in the centre of the land parcel. A thick line is drawn along 2 sides of the land parcel to show a new or changed boundary. In the top right-hand corner are the SBI, application year and agreement name. On the right-hand side are the map scale and OS grid reference.

Supplementary information map

The following items require extra information. You must provide this on a supplementary map. 

Option	Name of option	Evidence required at application stage
BN3	Earth bank creation	Historic maps or other records to evidence that the proposed location of the bank creation is on an original footprint, or is a feature of a specific location or landscape – this can be marked on any map
BN5	Hedgerow laying	A map showing the location of existing hedgerow trees in each length of hedge
BN6	Hedgerow coppicing	A map showing the location of existing hedgerow trees in each length of hedge
BN11	Planting new hedges	Historic maps or other records to show that the proposed location of the hedge planting is on an original footprint or extends existing hedges or contributes to the reduction of soil erosion and run-off – this can be marked on any map
BN12	Stone wall restoration	A map showing the location of any wall-side trees, saplings and stone features
TE1	Planting standard hedgerow tree	A record of where hedgerow trees are to be planted

Submit your application 

If you’re applying online, follow the How to complete your online Capital Grants application guidance. 

By email 

Send us all parts of the completed form, together with maps and other supporting documents with your application. Email them to us at: ruralpayments@defra.gov.uk and put ‘Application – CS Capital Grants’ in the email subject heading. 

You must also put your SBI and application ID number in your email and check they’re on everything you send to us. 

By post 

If you prefer, you can post them to us at: 

Rural Payments Agency  
PO Box 324 
WORKSOP 
S95 1DF 

Put your SBI and Application ID number on everything you send to us. 

You must sign your application and any supporting forms. A signature is not needed if you send your application by email. 

We recommend that you get proof of postage. You’re advised to keep a copy of your completed application form and maps.