proposal writing

You've found one or more potential funders, and now you're ready to write the grant proposal. Writing can be painless; if you are applying for a smaller grant, your proposal may have to be only two or three pages long.

Before you begin writing, you need to plan your proposal. There are a number of ways to plan: If you are writing one proposal, it may be best to use the grantmaker's guidelines as your primary planning resource. If you are writing to more than one grantmaker, it may help you to create a "master proposal" that you can adapt to the requirements of each funder.

A proposal has 10 main sections. Each is discussed below.

1. Cover Letter

The cover letter creates the grantmaker's first impression of your organization. Generally, the cover letter will be one or two short paragraphs, very briefly introducing your organization and offering contact information. The cover letter is also an opportunity to link your program's purpose with the goals of the funder. The director of your organization should sign the cover letter.

2. Summary

The summary introduces your organization and briefly tells the funder what will be done with the money. Include a sentence or phrase about each of the following topics:

• What your organization is and does
• Needs the project will address
• Project goals
• Methods for accomplishing the goals

The summary, which is one to two paragraphs long, is usually written after all other parts of the proposal are finished. Each sentence of the summary lays out the information that is essential to the request.

3. Introduction

Generally, the introduction includes descriptions of your organization's:

• Purpose, including a mission statement
• Programs in general
• Constituents
• Key achievements

Use this section to get excited about your organization and renew your commitment to its goals. What does it do that you are proud of? You want to convey what your staff does best.

4. Needs Assessment

The needs assessment is your chance to convince the reader that your community needs services like those your organization wants to provide. The proof that you use should not be merely your staff's assessment of the extent of the need, but should also cite outside sources. To build a strong needs assessment, you will want to:

• Identify the population to be served by the grant
• Use quotes from authorities
• Quantify the description of need, particularly with statistics

There are several resources available for statistics and other information to support the needs assessment. They include:

• The NCHC's Data Resources page
• MassCHIP, the state's online, searchable database of health statistics
• The NCHC's Health of the Merrimack Valley Reports
• Commonwealth Communities - information compiled by the state, including employment and demographic data
• The Center for Substance Abuse Prevention's Decision Support System, an online resource for substance abuse needs assessment and program planning

A good needs statement may also tug at the heartstrings of the reader. Anecdotes from clients and quotes from supporters can demonstrate the human interest of a project.

5. Goals and Objectives

A goal is a general statement that describes what the program will ultimately achieve for the community. Objectives are time-framed, quantifiable descriptions of how the target population will be affected by the program. Objectives help the reader understand how the goal is concrete and attainable. A typical smaller grant proposal includes one goal and two to five objectives.

6. Methods

This section gives the reader an overview of what activities will occur through the program. Methods should:

• Explain why your organization is choosing certain activities to fulfill objectives
• Describe staffing, identifying position names and individuals' qualifications
• Describe how clients are chosen, if applicable

The methods section sometimes includes a timeline to depict how and when activities will occur.

When writing the methods section, ensure that the services you describe are the services your organization is willing and able to provide. If working with another organization, make sure that there is a clear understanding of how the two parties will cooperate.

7. Evaluation

The evaluation describes steps your organization will take to determine program success and shape future projects, and it should show how the program will meet the objectives. An evaluation should:

• Be quantifiable

• Be as comprehensive as possible

• Show how the evaluation will be used to improve the program

Surveys before and after the program occurs, records of numbers of clients served, and outside assessment of the program are evaluative tools. An evaluation section can also be made stronger with a description of how well the program has met objectives in the past.

8. Other Necessary Funding

If you are asking for a one-time gift (e.g. funds for equipment), you will need to describe other funds that you will need to meet your goal. If you are writing for a project that will continue beyond the granting period, you will need to describe how you will handle future funding once you have used this grantmaker's money. If your organization is making contributions to any part of the project, note that in this section of the proposal.

9. Budget

A budget is an estimate of expenses for a project. It is also a window into how projects will be planned and implemented. Try to be specific as possible when writing the budget, breaking out salaries, program expenses, occupancy, and other items line by line.

10. Supporting Materials

Often a funder will request one or more supporting documents, such as a list of Board of Directors members or an agency brochure. Often funders will request letters of support from people outside your organization who are qualified to evaluate its credibility.

Finishing the Proposal

You're almost done writing. As a final step, ask your colleagues and community members to read what you have written. Other readers can identify salient features of the program that should be discussed in the narrative, and they can ensure that your budget is complete and accurate. If you give your readers the guidelines, they can also help you determine whether you are providing all of the information that the grantmaker requires. It is essential that you follow the guidelines when preparing a proposal; many grants are rejected for not following guidelines.

Congratulations! You've written your first proposal. If you want to continue to sharpen your skills, several writing resources, including style guides and grantsmanship training courses, can help you build on the basics that you now know.