How to apply

Find out how to apply and the evidence and consents you'll need.

4.1 Application route: step by step guide

Step 1 – Before you apply

  • Make sure that you and the land you wish to enter into the grant are eligible - read section 3
  • Register on the Rural Payments service, if you have not already done so - read section 4.3
  • If you prefer to use an agent, you will need to authorise them to act for you - read section 4.3

Step 2 – Start to fill in your application form

  • Start your application – read section 4.4
  • Choose which capital items to apply for – read section 5.3.4
  • Request approval, consents and permissions (if applicable) – read section 4.6

Step 3 – Gather your evidence and supporting documents

  • Prepare a map to send with your application – read section 4.5
  • Get any documents you need to support your application – read sections 4.5 and 6.3
  • Keep photographic evidence to support your application as we may ask to see it – read sections 6.3, 6.4 and 6.5
  • Make sure you clearly label all photographic evidence – read section 6.4.3

Step 4 – Fill in and submit the application

  • Fill in the remaining sections of your application form using the guidance available
  • Check your application is complete before you submit – read section 4.8
  • Submit your application by email or post – read section 4.9

4.2 Application deadline

You can apply for a Woodland Tree Health grant at any time. The grant is open throughout the year.

4.3 Register with Rural Payments

You must be registered on the Rural Payments service at www.gov.uk/claim-rural-payments before you can apply for this grant. Once you’re registered, you will receive a Customer Registration Number (CRN) and a Single Business Identifier (SBI). If you use an agent to apply for you, they must also be registered on Rural Payments and you must give the appropriate permissions in the Rural Payments Service.

All land parcels listed on your application must be registered on the Rural Payments service, and have a parcel reference number (in the format AA12345678). You will be asked to provide your parcel reference numbers when you apply. To register land, you must complete a Rural Land and Entitlements (RLE1) form and provide annotated maps to clearly show where the land parcels are on your holding and send this to RPA. You can find more information about this on GOV.UK.

4.4 Application methods

You can submit your application by email or post.

The Countryside Stewardship Capital Grants application form and Annex 1 of the application form are available online.

To help you fill in the application form, use the guidance available

If you submit by email, as long as the application form is sent by someone with the correct permissions (and an email address that is registered on Rural Payments for that person) you do not need to print the relevant section(s) and form(s), sign and scan the documents back into your computer.

4.5 Prepare a map to accompany your application

You must complete your map to a required standard. Please see ‘How to complete the Countryside Stewardship Capital Grant application form’

You must check each capital item you are applying for to see if any consents are needed. You are responsible for arranging all relevant consents, permissions, exemptions and any written advice needed for your application as set out in section 4.6.1. We may ask to see this evidence.

4.6.1 Consents

Planning consents

Your local planning authority can give you informal advice on whether a proposal needs planning consent. We will not pay you for any work you carry out unless you have all the necessary consents and permissions in place before you begin the work. There is also general guidance on planning available. In some cases, you will not be offered an agreement if these are not in place.

Felling licences

You may need permission from the Forestry Commission to fell growing trees (unless an exemption applies). Permission is given with a felling licence or with approval under a Dedication Scheme. In certain circumstances you may also need special permission from another organisation for any proposed felling. More information is available.

If you’re not sure if you need a licence for your Tree Health application you can speak to your Forestry Commission Woodland Officer or the nearest Forestry Commission office for guidance. You can find details about offices and opening hours online.

Site of Special Scientific Interest (including National Nature Reserves)

One-to-one technical advice for Tree Health Grants is not available from Natural England, except in relation to any land in a Site of Special Scientific Interest (SSSI) which is contained in the application. Work on land in a SSSI will need consent and you should contact Natural England as early as possible when you are getting your application ready.

Scheduled monuments

Your local Historic England officer can provide advice on any management or changes needed to maintain or bring the monument into favourable condition. You may also need Scheduled Monument Consent from the Government (advised by Historic England) for some of the chosen work (such as fencing and gateways). In these situations you must speak to Historic England to see whether consent is needed, or how to go about works to avoid or reduce negative impacts on the Scheduled Monument.

If your proposals relate to any of the following, Historic England can advise whether they are likely to be acceptable:

  • registered parks and gardens
  • registered battlefields.

4.6.2 Other consents

You may need to apply for other consents even if you do not need planning consent. If you do, you must keep this evidence as we may ask to see it. Examples of areas where consent is likely to be needed includes where the work affects:

  • protected species (as defined by the Wildlife & Countryside Act 1981)
  • registered parkland
  • registered battlefield
  • watercourse or highway areas subject to a Tree Preservation Order – a licence may be needed for any changes to trees and hedges.

4.6.3 Other considerations

When you carry out work under the agreement, remember that you must not breach any other rules or laws, such as:

  • break byelaws
  • obstruct public rights of way
  • block or restrict access to ‘open access’ land
  • affect oil or gas pipelines
  • breach your cross compliance requirements in relation to any other existing commitments you hold, where applicable, for example if you claim BPS payments.

4.7 Complete and submit your application

A complete application is made up of the following which you need to submit to us:

  • an application form
  • an application annex
  • the application map as at section 4.5
  • a Countryside Stewardship: land ownership and control form, if applicable
  • any other supporting documents we ask for.

The forms are available on GOV.UK.

You do not need to send the following with your application, but if required, you will need to have permission or consent in place before you carry out any work. You will need to submit this evidence when you make a claim for this work.

4.8 Before you submit your application

Read this Countryside Stewardship Manual and the Terms and Conditions at Annex 1 and

  • double check the details in your application form are correct
  • read the declaration, undertakings and warning carefully
  • sign 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.

The party/parties that sign the paper application must have full authority and capacity to represent and bind the applicant.

Make sure any counter signatories’ (for example, landlords’) declarations, undertakings and signature(s) are provided (if applicable).

4.8.1 Business viability test

For applications including capital expenditure of over £50,000, you must submit a statement from a chartered accountant. This is to confirm that the business or SBI has the resources from trading profits, reserves or loans to undertake the work in the proposed agreement schedule.

Where confirmation from an accountant is needed, the accountant will need to provide a letter on headed paper which confirms at least the following:

  • they are a chartered accountant
  • they act as the accountant for the applicant
  • they can confirm that you as the applicant have sufficient finances to complete the capital works in your application and how these funds will be sourced, (for example, savings, loan and so on)
  • their understanding of the total value of the capital works in the application.

If your application includes more than £500,000 of capital items, we will also review 3 years of your relevant business accounts or other evidence. This is to confirm that you have the administrative, financial and operational capacity to meet the agreement requirements.

4.9 Submitting your application

You can email your application and supporting information to: ruralpayments@defra.gov.uk or post it to:

Rural Payments Agency (CS),
PO Box 324,
Worksop,
S95 1DF.

Title your email ‘Countryside Stewardship, document type, year, SBI number’, for example Countryside Stewardship, Woodland Tree Health grant application, 2019, [SBI].

We also recommend that you:

  • get proof of postage for these and any other documents you send to us
  • keep a copy of your completed application form and map.

4.10 After applying

Once we receive your application we will check it to confirm that:

  • it meets the eligibility requirements in section 3
  • you have filled in all the necessary details on the application form
  • you have completed the map.

You can find more information about entering into an agreement at section 6.1.