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Compiled by: Leonellha Barreto Dillon (seecon international gmbh)

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A proposal is a request for financial assistance to implement a project. The
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proposal outlines the plan of the implementing organisation about the
project, giving extensive information about the intention, for implementing
it, the ways to manage it and the results to be delivered from it (FUNDS FOR
NGOS 2010).The following guidelines are designed to help you prepare your
full proposal. How well you plan the action is critical to the success of the Related Topics
project.
Background
A project proposal is a detailed description of a series of activities aimed at solving a certain Learn more on background
problem (NEBIU 2002).  In order to be successful, the document should (REPOA 2007): issues of sustainable
sanitation, water
 
management and their link to
provide a logical presentation of a research idea agriculture, such as
illustrate the significance of the idea environmental issues, health
show the idea's relationship to past actions and hygiene, economy,
development, or socio‐cultural
articulate the activities for the proposed project issues. Find out more:
  Background
Designing a project is a process consisting of two elements, which are equally important and Concept Introduction
thus essential to forming a solid project proposal:
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Implementation Tools
 project planning (formulation of project elements) This section presents an array
proposal writing (converting the plan into a project document) of tools and approaches to
make water management and
 
sanitation more sustainable.
The project proposal should be a detailed and directed manifestation of the project design. It When you write a project
is a means of presenting the project to the outside world in a format that is immediately proposal, some of them can
recognised and accepted. help you out:
Implementation Tools
Introduction
Getting Ready to Start a Project Proposal
From vision to proposal: The first step is to decide what the problem is and develop a Conceptualising
rough idea (vision) of how this could be solved. This vision is then to be transformed into By writing a project proposal,
an idea for a specific project proposal. A logical framework may help you to structure this one step included in the
idea in a systematic way, and clearly define the aim, purpose, outputs, activities, means, conceptualising process of a
costs and the methodologies for monitoring and evaluation, and will thus from the basis process is done. The other
step is:
for the preparation of the narrative of the proposal. Remember that your idea may have to
fit certain requirements if you are answering to a call for proposals, and that it must also Writing a Concept Note
fit local policies and frameworks.
Identify potential funding options: It is necessary to find out in advance what sources of Financing
funding are available, through governments, international cooperation agencies, some When the concept and
international NGOs or private foundations. proposal of your project are
both written, you should start
Build a project proposal team (adapted from PHILIP et al. 2008): a leader will be needed
finding possibilities to finance
to manage the proposal development in an efficient way, and therefore it is advisable to it and define a budget.
assign the lead role to one specific person. This person is then responsible for the
Financing and Sources of
coordination of the overall proposal development, for communication with potential Funding
funders and for making sure that all different pieces of input are brought together in a Budget Allocation and
consistent and coherent text. Experts with more detailed technical knowledge might be Resource Planning
part of the team, or simply contribute to an initial brainstorming session. Furthermore, the
budget should be compiled in close cooperation with staff from the financial department.
Input from stakeholders or other specialists with different backgrounds helps bring in the
necessary expertise to the project.
Hold a kick‐off meeting: It is helpful to discuss and develop the proposal in a small team
and share drafts with experts of all relevant disciplines not just from within the
administration, but also from outside it. Input from stakeholders or other specialists with
different backgrounds helps bring in the necessary expertise, but also a larger variety of
ideas on how to solve a particular issue and achieve the previously agreed objectives.

Proposal Writing

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 The proposal format might sometimes be of importance for the donor. Source: unknown

“The requirements of content and format of proposals differ noticeably from one sponsoring
agency to another. While some may provide their own application forms to be filled, and others
may request on‐line submission of proposals, others will accept a proposal in any format as
long as it features the necessary information, and does not contradict their conditions” (AUB
2010).

Proposed Format for a Full Project Proposal

(Adapted from NEBIU 2002)
A full proposal should have the following parts:
 
Title page: A title page should appear on proposals longer than three to four pages. The
title page should indicate the project title, the name of the lead organisation (and
potential partners, if any), the place and date of project preparation and the name of the
donor agency to whom the proposal is addressed.
Project title: The project title should be short, concise, and preferably refer to a certain
key project result or the leading project activity. Project titles that are too long or too
general fail to give the reader an effective snapshot of what is inside.
Abstract/Executive Summary: Many readers lack the time needed to read the whole project
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 summary. The abstract should include: the problem statement, the project’s objectives,
implementing organisations; key project activities; and potentially the total project
budget. Theoretically, the abstract should be compiled after the relevant items already
exist in their long form. For a small project the abstract may not be longer than 10 lines.
Bigger projects often provide abstracts as long as two pages.
Context: This part of the project describes the social, economic, political and cultural
background from which the project is initiated. It should contain relevant data from
research carried out in the project planning phase or collected from other sources.
Project justification: A rationale should be provided for the project. Due to its importance,
this section is sometimes divided into four or more sub‐sections:
Problem statement: The problem statement provides a description of the specific
problem(s) the project is trying to solve, in order to “make a case” for the project.
Furthermore, the project proposal should point out why a certain issue is a problem for
the community or society as a whole, i.e. what negative implications affect the target
group. There should also be an explanation of the needs of the target group that
appear as a direct consequence of the described problem.
Priority needs: The needs of the target group that have arisen as a direct negative
impact of the problem should be prioritised. An explanation as to how this decision
was reached must also be included.
The proposed approach (type of intervention): The project proposal should describe
the strategy chosen for solving the problem and precisely how it will lead to
improvement.
The implementing organisation: This section should describe the capabilities of your
organisation by referring to its capacity and previous project record. Describe why
exactly your organisation is the most appropriate to run the project, its connexion to
the local community, the constituency behind the organisation and what kind of
expertise the organisation can provide. If other partners are involved in
implementation provide some information on their capacity as well.
Project aims: This information should be obtained from the Logframe Matrix,
including the project goal (a general aim that should explain what the core problem is
and why the project is important, i.e. what the long‐term benefits to the target group
are), project purpose (that should address the core problem in terms of the benefits to
be received by the project beneficiaries or target group as a direct result of the
project) and the outputs (i.e. results describe the services or products to be delivered
to the intended beneficiaries).
Target group: define the target group and show how it will benefit from the project. The
project should provide a detailed description of the size and characteristics of the target
groups, and especially of direct project beneficiaries.
Project implementation: The implementation plan should describe activities and resource
allocation in as much detail as possible. It is exceptionally important to provide a good
overview of who is going to implement the project’s activities, as well as when and where.
The implementation plan may be divided into two key elements: the activity plan and the
resource plan. The activity plan should include specific information and explanations of
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 with considerable detail on the beginning and the end of the project. In general, two main
formats are used to express the activity plan: a simple table (a simple table with columns
for activities, sub‐activities, tasks, timing and responsibility in  a clear and readily
understandable format) and the Gantt chart (a universal format for presenting activities
in certain times frames, shows the dependence and sequence for each activity, see project
management for more info. The resource plan should provide information on the means
necessary to undertake the project. Cost categories are established at this stage in order to
aggregate and summarise the cost information for budgeting.
Budget: An itemised summary of an organisation’s expected income and expenses over a
specified period of time.
Monitoring and evaluation: The basis for monitoring is set when the indicators for results
are set. The project proposal should indicate: how and when the project management
team will conduct activities to monitor the project’s progress; which methods will be used
to monitor and evaluate; and who will do the evaluation.
Reporting: The schedule of project progress and financial report could be set in the project
proposal. Often these obligations are determined by the standard requirements of the
donor agency. The project report may be compiled in different versions, with regard to the
audience they are targeting.
Management and personnel: A brief description should be given of the project personnel,
the individual roles each one has assumed, and the communication mechanisms that exist
between them. All the additional information (such as CVs) should be attached to the
annexes.
 

More Tips to Write a Successful Proposal

(Adapted from AMERICAN RED CROSS 2006)
 
Plan ahead. Allow plenty of time for those involved to meet, discuss, and review progress
in the grant writing process. Also, allow enough time to get the required signatures and to
get the proposal to the funder.
Make it a team effort. Assign specific roles and responsibilities to people in terms of
developing the proposal.
Be realistic in what you are proposing. What can reasonably be accomplished in the scope
time and resources of this grant?
Be a learning organisation. Learn from your own and others experiences with the same
donor! Read the reviews of other proposals that have been submitted to the same donor if
is possible.
Be factual and specific. Don't talk in generalities or in emotional terms. Be sure to
substantiate all statements in your proposal, otherwise don't make them.
Limit technical and organisational jargon. Use language anyone will understand — no
abbreviations, initials, or jargon. Don't assume the reader will understand your acronyms
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 Call the donor if you have questions. Realise that many others will be calling as well and
don't wait until the last minute.
Consider collaborating with other organisations. At a minimum, find out what other
proposals are being submitted to the same donor at the same time.
Clarify partner’s roles and responsibilities. When collaborating with partners, be sure you
have determined who will be responsible for what. After the project is funded, it is not the
time to discover there were differing opinions.
Choose a format that is clear and easy to read. Readers are overloaded with proposals and
appreciate legible, attractive proposals. Make sure tables are legible and easy to figure
out.
Keep within page limits. Stick to the specified number of pages. Extra pages or
attachments may either be removed before the proposal is read, or may disqualify your
entire proposal from the reading process.
Be aware of donor priorities. Carefully match your project with an appropriate funding
source. The primary difference between successful grant writing and inefficient proposal
submission is the amount of time invested in the strategic identification of appropriate
funders.
Use action words when writing your proposal, such as achieve, engage, begin, compare,
evaluate, exhibit, offer, lead, involve, organise, prepare, research, restore, reveal,
support, demonstrate, define, implement, instruct, produce, validate, verify, test,
recognise, use, etc.

Applicability
Proposals are prepared to apply for external funds for the implementation of a project. Most
grant applications ask for the same information, but they often have different formats. Some
will have a list of questions. Others will ask for a “narrative” — the story of your project.

Advantages
A proposal is an essential marketing document that helps cultivate an initial
professional relationship between an organisation and a donor over a project to be
implemented
A proposal facilitates appropriate words for the conception of an idea
The proposal has a framework that establishes ideas formally for a clear
understanding of the project for the donor
Successful proposals mean financial aid for the organisation to grow for the
replication of project and ideas

Disadvantages
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 Planning problems: Although a good idea exists, yet when we try to plan it out
extensively, we face many unexpected challenges
There are often tight deadlines, and proposals may be rejected

References 
AMERICAN RED CROSS (Editor); INTERNATIONAL SERVICES (Editor) (2006): Integrated Planning
Process, Project Design & Proposal Writing Guide. Washington: Red Cross. URL [Accessed:
22.04.2012]. PDF

AUB – AMERICAN UNIVERSITY OF BEIRUT (Editor); OFFICE FOR GRANT (Editor); CONTRACTS
(Editor) (2010): Proposal and Budget Preparation. URL [Accessed: 28.04.2010].

FUNDS FOR NGOS (Editor) (2010): How to write a proposal. URL [Accessed: 07.08.2010].

NEBIU, B. (2002): Developing Skills of NGOs, Project Proposal Writing. Szentendre: The
Regional Environmental Centre for Central and Eastern Europe. URL [Accessed: 07.08.2010].
PDF

PHILIP, R.; ANTON, B.; BONJEAN, M.; BROMLEY, J.; COX, D.; SMITS, S.; SULLIVAN, C. A.;
NIEKERK, K. van; CHONGUICA, E.; MONGGAE, F.; NYAGWAMBO, L.; PULE, R.; BERRAONDO
LOEPEZ, M. (2008): Local Government and Integrated Water Resources Management (IWRM)
Part III: Engaging in IWRM – Practical Steps and Tools for Local Governments. Freiburg: ICLEI
European Secretariat GmbH. URL [Accessed: 17.04.2012]. PDF

REPOA (Editor) (2007): Guidelines for Preparing Concept Notes and Proposals for Research on
Pro‐Poor Growth and Poverty in Tanzania. Special Paper 07.23. Dar Es Salaam: REPOA –
RESEARCH ON POVERTY ALLEVIATION. PDF

Further Readings 
AMERICAN RED CROSS (Editor); INTERNATIONAL SERVICES (Editor)
(2006): Integrated Planning Process, Project Design & Proposal
Writing Guide. Washington: Red Cross. URL [Accessed: 22.04.2012].
PDF
The document provides detailed instruction and tools in producing
sound project design and as well as guidance on ways to excel in
proposal writing. It also clarifies the logical framework used by ARC
and others and compares it to the results framework of USAID.

NEBIU, B. (2002): Developing Skills of NGOs, Project Proposal

Writing. Szentendre: The Regional Environmental Centre for Central
ABOUT USER MANUAL CREDITS PARTNERS and Eastern Europe.LIBRARY
SSWM COURSES URL [Accessed: 07.08.2010].
GLOSSARY PDF
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 This guide will lead trainers through project proposal writing
sessions and exercises. It enables the user to: improve participants’
skills in developing quality project proposals, show them how to
manage projects within an organisation; and help them to
understand a project’s value as a tool to achieve and further the
organisation’s mission.

PHILIP, R.; ANTON, B.; BONJEAN, M.; BROMLEY, J.; COX, D.; SMITS,
S.; SULLIVAN, C. A.; NIEKERK, K. van; CHONGUICA, E.; MONGGAE,
F.; NYAGWAMBO, L.; PULE, R.; BERRAONDO LOEPEZ, M. (2008):
Local Government and Integrated Water Resources Management
(IWRM) Part III: Engaging in IWRM – Practical Steps and Tools for
Local Governments. Freiburg: ICLEI European Secretariat GmbH.
URL [Accessed: 17.04.2012]. PDF
The set of materials entitled “Local Government and Integrated
Water Resources Management (IWRM)” aims to assist Local
Governments with active participation in IWRM. The materials are
primarily targeted at local government officials, but are considered
equally useful for individuals and organisations that work with local
governments in the management of water resources.

REPOA (Editor) (2007): Guidelines for Preparing Concept Notes and

Proposals for Research on Pro‐Poor Growth and Poverty in Tanzania.
Special Paper 07.23. Dar Es Salaam: REPOA – RESEARCH ON
POVERTY ALLEVIATION. PDF
This is the third in a series of guidelines prepared by REPOA in order
to help researchers prepare improved proposals for research.

Case Studies 
SEAGA (Editor) (2001): Manual Project Cycle, Technical Guide. Viale
delle Terme di Caracalla: FAO. URL [Accessed: 08.08.2010]. PDF
The purpose of this manual is to create a new synergy by bringing
together project management practices and socio‐economic and
gender issues within the conceptual framework of SEAGA. The
manual is principally written for practitioners at the operational
level in government, NGOs, Civil Society Organisations and the
private sector. It presents a set of case studies for the planning of a
project.

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 Important Weblinks
http://foundationcenter.org/ [Accessed: 16.02.2011]
The subject of this short course is proposal writing. It is available in French, Chinese,
Portuguese, Russian and Spanish.

http://www.un.org/ [Accessed: 19.05.2010]

This site contains a list of links related to the strategic planning and writing of project
proposals and concept notes.

http://www.fundsforngos.org [Accessed: 19.05.2010]

Funds forNGOs.org is an online initiative, working for the sustainability of NGOs by increasing
their access to donors, resources and skills.

http://www.scn.org/ [Accessed: 07.08.2010]

This website contains a collection of training material intended to assist practitioners in
helping low‐income communities to overcome poverty, emphasizing methods and principles,
not theory. One of the modules deals with the community project resources, including project
proposals.

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