Proposal Development Guide

ELEMENTS OF A GRANT PROPOSALS

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Format

Sponsors generally provide a format or template that applicants should use in preparing proposals. Some will offer only a general outline of the items to include in a proposal and others will offer no guidance at all. Whenever sponsors provide guidelines, follow them explicitly.

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Abstract or Project Summary

The abstract is a critical piece of the proposal and is often the reviewer’s first impression. The abstract should cover all of the proposal’s key elements and should fit on one page.

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Project Description or Program Narrative

The project description is the main body of the proposal and should include the following elements:

• Statement of Need or Problem to be Addressed
  This section is the background and rationale for the project. It should establish the need and importance of the project and provide an adequate perspective in which to evaluate the impending objectives, procedures, and methods of evaluation and dissemination.

• Objectives
  Indicate the expected outcomes of the project, preferably in measurable terms. For example, you will reduce the dropout rate among minority freshman high school students by 20% in 5 years. This shows what you will do, for whom, by how much, and by when. When the project is completed, you will be able to evaluate it and determine whether the project succeeded or not in achieving its objectives. Identify short-term and long-term objectives.

• Project Design or Methodology
  This is the plan of action for how the objectives will be achieved. In non-research projects, this section usually starts with a description of the overall approach, its relevance, effectiveness, and innovativeness. Then it gives details on methodology, the population being addressed, and how anticipated problems will be managed. In research projects, the design, population sample, instrumentation, statistics, and data analysis must be described. Also, if human or animal subjects will be used, plans for their use and care must be detailed, as well as reasons for why they are needed.

• Evaluation
  The evaluation section outlines the procedures to be utilized to assess project outcome. This section may specify the kinds of data to be collected and the methods by which it will be analyzed disseminated and utilized.

• Dissemination
  Funding agencies want their grants to produce maximum impact. This section specifies how the project products or results will be disseminated to the potential users thereby maximizing the impact of the investment.

• Facilities
  This section is not appropriate in some proposals but essential in others. This section specifies facilities required and how they will be provided. Special equipment necessary for the project may be identified in this section.

• Personnel
  This section outlines the ability of the grantee to successfully complete the project. Show prior related experience, describe facilities, labs, and equipment available. Importantly, list key personnel who will work on the project and include their resumes. Also mention any consultants who will work on the project, and give evidence (a letter, e-mail) that they have agreed to participate.

• Timeline
  To help reviewers understand what you plan to do, include a well-developed timeline for project activities. Describe how long (days, months) specific tasks or components of the project will take.

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Budget

The budget shows the annual and overall cost of the project. A detailed budget should be divided into categories such as salaries, fringe benefits, travel, supplies, equipment, etc. Indirect costs should also be shown. If matching funds are to be provided by the grantee, identify the amount and budget category. Proposals being sent to public agencies usually require specific budget forms.

More information on budgeting.

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Appendices

If allowed, appendices may be included with the proposal. Appendices may include CVs, letters of support, charts, pictures, graphs, and other supplementary materials that are clearly relevant to a complete presentation of the proposed project. If any item is not clearly relevant, it should not be included.

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Proposal Writing Do’s and Don’ts

Do understand the mission of the agency, foundation and/or program that you’re applying to. Sponsors don’t fund projects outside their area of interest.

Do read the application guidelines thoroughly.

Do contact program officers prior to proposal submission to discuss your project idea and to ask questions. You will often receive valuable feedback and insights. Keep in mind that the program officers want to receive good proposals.

Do pursue original research or project ideas. Provide a well focused research plan and do not let your ideas wander from the main theme.

Do write clearly, concisely and in an upbeat manner.

Don’t bury major points in long sentences.

Don’t make commitments you can’t keep.

Do discuss potential problem areas and alternative approaches.

Do not write the proposal towards a specialist in the field and be sure to eliminate the use of jargon and acronyms. Never assume the reviewers will know what you mean.

Do not be overly ambitious. Project a realistic amount of work.

Do a thorough literature search to know if this research is already being done. The project idea should be innovative and unique. Be sure to have key references.

Do stay within specified page limits, margins, line spacing and font size.