This post is about the importance on keeping tabs on the latest version of a document, be it the case for support, communications plan or whatever needs to be submitted as part of a grant application.

Recently I was involved in a grant where I inadvertently submitted an out-dated version of the references. Fortunately we will be able to rectify this but it would have been a whole lot easier if I had got it right in the first place.

So, remember to specify the version number and date of the most recent edit in the document’s footer – and preferably also in the filename if possible (some funders have strict instructions regarding filenames).

The first version should be version (usually abbreviated to ‘v’) 1.0, then with any subsequent change either 2.0 (for a substantial change) or 1.1 for a minor change.

In practice, most document updates will be substantial ones – this could be changes in any of the methods, introductory section, rationale for the study etc. Only admin changes such as researcher name and contact details or changes in wording to allow the document to read better should be regarded as a minor change.

If you do this, you’ll always know (and everyone else involved in the submission will do too) the latest version and when it was last revised.

Good luck with your submissions!