Basic Proposal Writing Tips

Large proposals to the government can be major undertakings, and it is important that your organization plan ahead. After all, you want to protect your investment by maximizing your possibilities for winning the contract or grant.

Put yourself in the position of the person who will be reading your proposal. Try to hear your words from his or her point of view. Be concise.

1. First Step

The first step before writing your proposal/grant would be to:

• define your project;
• identify the right funding sources;
• contact the funders;
• acquire proposal guidelines;
• know the submission deadline;
• determine personnel needs;
• update your timeline (this is a good point at which to factor in your schedule time to write multiple drafts, gather materials etc.).

2. Writing the Proposal

Five to seven pages or less is recommended excluding attachments. Be sure to include a cover letter which introduces your organization and proposal and makes a strategic link between your proposal and the mission and grant making interest of each finder to whom you apply.

3. Organizational Information

• Brief summary of organization history;
• Brief summary of organization mission and goals;
• Description of current programs, activities, service statistics, and strengths/accomplishments;
• Your organizations working to meet the same needs or providing similar services. Please explain how you differ from these other agencies;
• Number of board members, full time paid staff, part-time paid staff and volunteers.

4. Purpose of Grant/Proposal

• The situation, opportunity, problem, issue, need and the community that your proposal addresses;
• How that focus was determined;
• Who was involved in that decision-making process?

5. Specific Activities

Specific activities for which you seek funding:

• Who will carry out those activities? (If individuals are known, describe qualifications);
• Your overall goal(s);
• Specific objectives or ways in which you will meet the goal(s);
• Actions that will accomplish your objectives;
• Time frame in which all this will take place.

6. Impact of Activities

• How the proposed activities will benefit the community in which they will occur, being as clear as you can about the impact you expect to have;
• Long term strategies (if applicable) for sustaining this effort.

7. Evaluation

• How will you measure the effectiveness of your activities;
• Your criteria (measurable, if possible) for a successful program and the results you expect to have achieved by the end of the funding period;
• Who will be involved in evaluating this work (staff, board, constituents, community, consultants);
• How will evaluations be used?

8. Budget

Spell out the cost to be met by the funding source and the method used to determine costs in the following categories :

• Personnel;
• Fringe benefits;
• Supplies;
• Travel;
• Equipment;
• Consultants and
• Other (postage, telephone, printing etc.).
  Indirect costs may be allowed. Note how the agency has indicated that special charges such as consulting and travel for consultants are to be handled. Answer "How much?"

9. Attachments

Be sure to check each funder's guidelines. Generally the following is required:

• Financial statements from your most recent completed fiscal year, whether audited or unaudited;
• Organization and/or Projected Budget;
• List names of corporations and foundations that you are soliciting for funding, with dollar amount, indicating which sources are committed, pending, or anticipated.

10. Other Supporting Materials

• List of board members and their affiliations;
• Letters of support;
• One paragraph description of key staff, including qualifications relevant to the specific request. Include job descriptions for each position where support is requested or where matching funds have be designated as a portion of salary;
• A copy of your current Canada Customs and Revenue Agency letter indicating tax exempt status.

DISCLAIMER
Information contained in this document is of a general nature only and is not intended to constitute advice for any specific fact situation. Users concerned about the reliability of the information should consult directly with the source, or seek legal counsel.

Links Policy
Some of the hypertext links lead to non-federal government sites which are not subject to the Official Languages Act and the material is available in one language only.