Proposal Writing WorkshopDeveloped by the:

Saskatchewan Literacy NetworkUpdated: January 2007

What is a funding proposal?

A funding proposal is an application for dollars to support a program or project. Writing proposals is one of several ways that funds can be raised.

 When it comes time to write a funding proposal, if you have invested time in program and project planning, you will have most of the information you need.

The Proposal Writing Process

Identify an idea Develop the idea into a plan Research potential funders Identify funders that are a good fit with

the project Contact potential funder Write the proposal

Preparing to Write a Proposal

Plan your project before you begin to write your proposal

Plan time for writing your proposal

Contact the potential funder early

Read the application guidelines carefully. Ensure your project fits with the funder’s criteria.

The Cover Letter

Your cover letter should: Include your name and how to reach

you Briefly describe the project Say something about why the project is

important and why your organization is well suited to do the project.

Project Title Page Are there specifications for the title page from

the funder? Should be on your organizations’ letterhead and

look professional and neat Avoid using fancy report covers or expensive

binding Include the title, which should be clear,

unambiguous, and short Include your group’s name and contact

information Include the name of the funding organization

and their contact information Include the start and finish dates of the project

Proposal Summary

Your summary should be a short and clear description of the following:

At least one sentence identifying the problem or issue

Your project goals and objectives The reasons why the project is important Who the project is intended to serve A brief description of the methods you will

use The amount of money you are requesting

Introduction

Clearly establishes who is applying for funds Describes your agency’s purpose and goals and your ability to

meet these goals Provides a brief historical overview of your agency, if appropriate Describes your programs Describes your clients and community Explains the connection between the funder and the project that you

are proposing

The introduction shows that your project has credibility or feasibility: Is anybody else doing this kind of work? Are there potential connections with other

programs? How does your project build on work that has

already been done? How is your proposal different than similar projects? Why are you the best organization to do what you

are doing? In what ways is your group in a position to do

something about the situation, issue or problem you have identified?

Introduction

Rationale

The rationale describes why you are submitting the proposal.

 The rationale: 

Clearly states the problem, issue or need you intend to address.

Provides supporting documentation to understand the issue or problem.

Statistical evidence from surveys or reports

Statements from your community or an authority

References to a literature review on your issue

References to other related activities

Examples of documentation to support your issue

Sources of Information to Support Your Issue Census data Statistics from a reliable source (ie. IALSS) Agency reports Consultation and discussion documents Research reports Other public records and documents Service use records of your agency including waiting

lists, registrations, and correspondence Information from telephone interviews, field surveys,

or questionnaires Information gathered at a community forum on the

issue Documented observations and conversations

Goals & Objectives

Goals are broad statements that explain the overall purpose of the project. Think of the question “why are we doing this?” when writing goals.

Objectives focus primarily on what is expected as a result of the project. They are often introduced with the words “to increase,” “to decrease,” “to reduce,” “to eliminate” and explain what changes are anticipated through the project. Projects typically have one goal out of which several objectives flow.

Objectives

There are several types of program objectives:

Objectives that focus on learning individual, organizational or community

change Objectives focused on program

operations physical facilities, equipment, revenues or

training programs

Objectives

Limit to 3 – 5 key objectives Are introduced with the words “to increase”, “to

enhance”, “to develop”, “to improve” Tell what changes for individuals will be made by

the project: changes in behaviour or access to information

Describe outcomes of your program Do not describe your methods Are measurable—describe the objective in

numerical terms if possible and are linked to evaluation

Action Plan

Proposed activities are the actions to achieve the objectives and:

flow naturally from objectives clearly describe program activities describe sequence of activities are realistic—it is better to break the

action into phases or smaller developmental segments

Present reasonable number of activities that can be accomplished within the time allocated for program and within resources of the applicant

Sometimes activities and timelines are rolled into one section.

Be careful when outlining timelines. It may be better to give general time frames (spring, fall).

Action Plan

Expected Results

Indicates how we will know the objectives have been met

Describes expected results, outcomes or benefits

You need at least one outcome/result for each objective

Expected Results

For each objective, answers the question: “if we do this successfully, what will it look like at the end of the project?”

Describes materials to be produced

Outlines any reports to be produced

Includes distribution plan, if applicable

Evaluation Plan

This is a collection of indicators of how successful the program has been and:

Includes a statement about how you plan to collect formal and informal information throughout the project

Links project objectives and evaluation design

Evaluation Plan

Two types of evaluation:

formative evaluation/process evaluation – allows you to gain feedback on the project while it is being conducted; may lead to changes in program design

summative evaluation/product evaluation – conducted at the end or after the project to show that the project fulfilled its original objectives

Evaluation Plan

Your evaluation plan should:

Tell who will be performing evaluation

Clearly states criteria for success/outcomes

Describe data gathering methods

Explain any test instruments or questionnaires to be used

Describe the process of data analysis

Show how the evaluation will be used for program improvements

Describe evaluation reports to be produced

Evaluation Instruments Include: Intake forms Registration forms Follow-up forms Personal interviews Evaluation

questionnaires Interview guides

for interviewers

Worker journals External

documents and records

Documented observations

Conversations—quotations and paraphrased conversations

Supporting Documentation and AppendicesMake sure you attach everything the funders require. They may request:

A list of contact information for your agency’s Board of Directors

Your most recent:- Annual report- Audited financial statement- Operating budget

Letters of support that speak to the need for the project and the applicant’s ability to do the project

Supporting Documentation and Appendices Pamphlets or printed

information pertinent to organization or grant request

Dissemination plan – how will you share information from your project with other audiences?

Time line for your project Evaluation instruments

Resumes of key staff members

Award(s) earned by the organization

Sub-contractor information

Definition of terms Additional information

such as drawings, figures, tables, slides, charts, statistics, etc.

Budget Reflects exactly the actions described in your methods

statement Clearly outlines costs and amount requested Contains no unexplained amounts for miscellaneous

items Is sufficient to perform the activities outlined Has reasonable administrative costs – not more than

15% Includes:

all items asked of the funding source all items paid for by other sources all volunteer contributions expressed in dollars/hour all in-kind donations such as volunteer time, free

program space, etc. – make sure to attach a dollar figure to in-kind services

Expense Categories

Salaries and Benefits Honoraria/Contracts Professional Development

related to Project Childcare Travel and Subsistence Publicity/Advertising Rent Purchase of Equipment /

Cost of Rental Equipment Supplies

Photocopying Resources to Purchase for

Project Audit Insurance Printing of Materials

Developed in Project Distribution of Materials

Developed in Project Other: Postage, Courier,

Mail, Telephone, Rent, Utilities, Fax, Internet, etc.

Income Categories Cash

- bank accounts

- treasury bills, etc.

In-Kind -products or services donated to your organization for the project- ex. volunteer time, donated equipment or materials, photocopying, printing manuals at cost, if the organization itself will cover the rent and utilities costs

Earned Income

- income that will be generated as a result of sales of products or services associated with the project- ex. ticket sales, tuition and registration fees, space rental, membership sales, subscription sales

Contributed Income

- lists all contributions committed, pending, and to be requested- ex. state how much you are expecting from: individuals, special events, service clubs, foundations, corporations, government, your board of directors

Sustainability Planning Describes how other funds will be obtained to

implement and/or sustain the project Describes growing revenues from other

fundraising activities Describes concretely how the program will

have minimal reliance on future grant support by generating its own revenue over time

Describes the effect on your project if other funds are not obtained

Evaluating Your Proposal

Have your proposal read/edited by someone familiar with your agency

If you can, get someone outside your sector to read the proposal as well

Partnerships

Do’sbegin early – look for natural partners in the communityget to know your partner (mandate, clients, etc.); building partnerships involves a climate of trustinvolve clients/users where possibleset up partnership agreements to define parameters

Don’tsput down the name of a partner on the proposal without contacting it firstmake assumptions as to what they can do or contributeshare your proposal with another agency before you get permission from your partner 

Do’s of Proposal Writing

Be positiveFollow application instructions carefullyMake sure your numbers add upSupport your commentsUse simple sentences and short paragraphsUse point form instead of narrative text for lists

Number all pagesBe brief; 5 – 8 pages for a proposal is fineInclude a table of contents for longer proposalsPut all footnotes on the same page as the text to which they referSend only the number of copies requested

Don’ts of Proposal Writing

Call attention to your past mistakesUse acronyms (such as SLN) and jargon Use personal pronouns (I, me)Use contractions (can’t, won’t)Include more appendices than requested

Sources

“The Components of Proposal Writing” prepared by the National Literacy Secretariat, Human Resources Development Canada

Kiritz, Norton (1980), Program Planning and Proposal Writing. Los Angeles, CA: Grantsmanship Centre. [www.tgci.com]

Leblanc, Linda (1996) Writing a Proposal: a step by step guide. Edmonton, AB: Literacy Services of Canada, Ltd.

Levine, S. Joseph, Ph.D. (December 2001) Guide for Writing a Funding Proposal. Michigan State University. [www.learnerassociates.net/proposal/]

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