Guidance

How to complete your Woodland Management Plan grant application by email or post

Updated 6 December 2023

Applies to England

Before you apply for a Woodland Management Plan (WMP) grant, check the Woodland Management Plan applicant’s guide to make sure you’re eligible.

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

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

• application form
• relevant annex document (not always needed)
• application map

Complete your application form

Download the Woodland Management Plan application form from GOV.UK.

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

Ask for an application annex

You also need to fill in a Woodland Management Plan Annex as part of your application. Email ruralpayments@defra.gov.uk or telephone 03000 200 301 to get a copy.

Prepare a map to support your application

You must provide a map showing the area of the woodland you are including in your proposed WMP and send this with your WMP grant application. The map needs to be clear, readable and meet the minimum mapping standards (explained in this guide).

You should complete the annex and map alongside each other. This means you can add your capital item in the annex , then mark it on the map as you go along.

How to create a map

You can create the map yourself, as long as it meets the minimum mapping standards, or you can request one using the Forestry Commission map request service.

The map (or maps) you provide should be based on Ordnance Survey (OS) maps or Geographical Information System (GIS) generated digital maps.

Maps should be based on a scale of 1:2500 or 1:5000 or for large schemes 1:10000. If you are using a GIS based map at a non-standard scale, add a scale bar to the map so that this can be used to measure lengths.

You should mark the land parcel references and the Single Business Identifier (SBI) clearly on the map.

If you’re sending your supporting documents to us by email, send us your map as a PDF file.

Minimum mapping standards

If you create your own application map, or are marking up a map you’ve received from the Forestry Commission map request service, you must:

• show whole land parcels with land parcel references and a clear boundary for the extent of your WMP
• number each map and include the total number of maps you’re submitting, for example ‘map 1 of 3’
• write your SBI, consisting of 9 digits, the application year and agreement title (as shown on the application form or application annex), 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 that is registered with us for the SBI
• write a 6-figure OS grid reference for the centre of the map on the bottom left of the map
• use black ink when you write on the map
• cross out any mistakes – do not use correction fluid

Complete the application annex

The WMP annex has been designed to capture all the information needed to complete your WMP application. Please fill in this annex with as much detail as you can.

Filling in the annex electronically

Open the annex that you’ve download and saved on your computer. Begin with the ‘Start here’ tab.

Complete Annex A before Annex B – the information you enter pre-populates the next annexes where relevant, to save you time.

If you can, you should fill in the WMP Annex electronically so that your Forestry Commission Woodland Officer has access to your self-calculating document.

Filling in the annex manually

If you’re completing a paper annex, it does not contain any pre-populated information, so you need to write all the information into it.

Start your application by completing the ‘start here’ worksheet. The information carries through to the other annexes as you complete them, so this information must be accurate. Enter all information in the yellow cells.

Information you must include in the application annex

Annex A

1. Name of lead applicant – enter the lead applicant’s full name. This must match a named applicant on the application form. (This information carries through into annexes A and B as you complete them unless you are using a paper form).
2. SBI – enter the application SBI. This must match the application form. (This information carries through into annexes A and B as you complete them unless you are using a paper form).
3. Name of woodland – enter the name you want the woodland to be known by (maximum 20 characters).
4. Which Forestry Commission area team will be advising you? Select the Forestry Commission area team that covers the area where your woodland is located from the dropdown box. Use the Forestry Commission Woodland Officer Boundaries map on GOV.UK to check which team to select. Search for ‘Forestry Commission area offices’ on GOV.UK.
5. What is the grid reference of the centre of your woodland? Enter the 6-figure grid reference of the centre of your woodland which should match the grid reference entered on your annex.
6. Do you intend to apply for a CS Higher Tier Agreement following the approval of the plan? Confirm either ‘Yes’ or ‘No’.
7. Annex A: Land summary – use this annex to list all the land parcels being used in your application. Only include the land parcels being used in your WMP application, not all the land parcels linked to your SBI.
8. Complete Annex A in full with all relevant land parcels, before you complete Annex B.
9. Name of lead applicant/SBI – this pre-populates when you enter the information in the ‘START HERE’ tab (unless you are using a paper form). You cannot edit this cell.
10. ID – this ID number is generated automatically and carries through from Annex A to Annex B. You cannot edit this cell.
11. OS map sheet reference/National Grid number – enter the land parcel reference number from the Rural Payments service for each land parcel in the format LP1234 5678. Do not enter the grid reference number. You must leave the space in the land parcel number, or an error message will appear. You need to check you’ve included the space if you copy and paste land parcel numbers into the annex. You can only enter one land parcel number on each line. Only include land parcels being used in your WMP application and only enter each land parcel once in this annex.
12. Is this parcel registered on the Rural Payments service? Confirm whether the land parcel is registered in the Rural Payments service. Click into the box in this column, then click the small dropdown arrow that appears. Then confirm either ‘Yes’ or ‘No’. Sign in to the Rural Payments service on GOV.UK and search for ‘make or update a rural payments claim’. Parcels that are not registered in the Rural Payments service cannot be included in a CS agreement.

Annex B: area and grant amount

1. Use this annex to declare the area of woodland included in your application and to calculate the area eligible for financial support. Only include the land parcels that you use in your WMP application, not all the land parcels linked to your SBI. Complete this part of the annex in full with all relevant land parcels before you complete the rest of the annex.
2. Name of lead applicant/SBI. These pre-populate when you enter this information in the ‘START HERE’ tab. You cannot edit this cell.
3. Total area of woodland in your application (ha) – enter the total area (in hectares) of woodland you want to include in the WMP you are applying for. The total area must be larger than 3 hectares.
4. Total area of newly planted woodland under 10 years old in your application (ha) –enter the total area (in hectares) of any newly planted woodland under 10 years old you want to include in the WMP you are applying for. This area should not include natural regeneration.
5. Percentage of total woodland in your application under 10 years old. This calculates automatically using the information you entered in Annex A. You cannot edit this cell.
6. Total area of woodland eligible for payment (ha) – this pre-populates from the information you entered in previous annexes. It calculates the total area of your woodland eligible for payment, based on the fact that only up to 20% of the funded area can be comprised of newly planted woodland under 10 years old. You cannot edit this cell.
7. Total grant amount – this is the total value, based on the areas given. The minimum payment is £1,500. You cannot edit this cell.
8. Q1. Is there an existing Forestry Commission-approved WMP on any of the woodland in this application? Confirm whether there is an existing Forestry Commission approved WMP on any of the woodland in your application. Click into the box in this column, then click the small dropdown arrow that appears. Then confirm either ‘Yes’ or ‘No’.
9. Q2. Is all of the eligible woodland on your holding included in this application? Confirm whether all the woodland on your holding is included in this application. Click into the box in this column, then click the small dropdown arrow that appears. Then confirm either ‘Yes’ or ‘No’. Your answer must be ‘Yes’ for your application to be eligible.
10. Q3. Are these the only woodlands that are owned under this SBI? Confirm whether the woodlands included in this application are the only woodlands linked to this SBI. Click into the box in this column, then click the small dropdown arrow that appears. Then confirm either ‘Yes’ or ‘No’.
11. Q4. If you have answered ‘No’ to question 3, do you plan on applying for CS support for a WMP on any of these other woodlands? Confirm whether you plan on applying for support through CS for another WMP on any of these woodlands. Click into the box in this column, then click the small dropdown arrow that appears. Then confirm either ‘Yes’ or ‘No.’

Application declaration

Fill in section 2 of the application form: Declaration and undertakings to confirm that you have read and understood the requirements of the CS scheme and the undertakings that you are making in submitting your application.

Read the declaration, undertakings and warning carefully.

If you are submitting your application by post, sign section 2 and enter your name in block letters, your capacity (for example sole trader, company director, agent and so on) and the date of your signature.

If you are submitting your application online, you do not need to sign the declaration.

Checklist

Use the checklist to make sure that you have completed your application in full and attached any required supporting documents and evidence including maps, photographs, briefs, specifications or consents, before sending it to us.

Make sure that:

• you have completed all relevant parts of the application form, including signing and dating section 2
• all your land and business details are up to date and correct on the Rural Payments service
• you have arranged for ‘Submit’ permissions in the Rural Payments service, if you’re acting as an agent
• you have completed map(s) showing the land parcels in this application
• you have attached any relevant supporting documents or evidence
• you have attached any continuation sheets you’ve used in your application

For the capital item descriptions, search Countryside Stewardship grants on GOV.UK.

Submit your application

Submit by email

Send us all parts of the completed form, together with maps and other supporting documents and remember to include the annex with your application.

A signature is not needed if you send your application by email.

Email your application and supporting documents to us at ruralpayments@defra.gov.uk and put ‘Countryside Stewardship, Woodland Management Plan grant application, 2023, [SBI]’ as the title.

You must also put your SBI in your email and check it’s on everything you send to us.

You’ll receive an automated email to confirm we have received your application. Check your spam mailbox if you don’t receive this.

Submit by post

If you prefer, you can post your application, maps and annex. Put your SBI on everything you send to us.

If you are sending the form to us by post, you must sign your application and any supporting forms.

For any documents you send us by post, we recommend that you get proof of postage. You’re advised to keep a copy of your completed application form and maps.

Rural Payments Agency (Countryside Stewardship)
PO Box 324
WORKSOP
S95 1DF

After you’ve applied

When we receive your application, we’ll check that:

• you meet the eligibility requirements
• all the necessary details have been entered on your application form and annexes
• all of your maps have been completed

If your application fails these checks, we will let you know what’s wrong and how to correct this (if applicable).

How we handle your data

For information on how we handle personal data read our personal information charter.