Proposal Writing -- Basics

Keep in mind
80% of the proposal process is planning only 20% is writing

 Basic principles of proposal writing

Reviewing the Proposal

Logic Model
Typical parts of the proposal

Basic Principles
1. Your proposal should be
neat clean easy to read in a regular format free of typographical errors free of extravagant packaging

Basic Principles
2. Write in plain English
do not use jargon do not use bureaucratize define your terms have family and friends read the proposal

Basic Principles
3. Make it brief
follow all guidelines make it long enough, but not too long

Basic Principles
4. Be positive
dont beg! you are offering the funding source an opportunity to be part of an important, useful activity dont call attention to your mistakes

Basic Principles
5. Avoid unsupported assumptions such as:
funding source knows about applicant national scope of problem described, but no documentation of its existence in your community given causal relationships between events is presumed, but no evidence of cause and effect given

Basic Principles
6. Include a cover letter, if appropriate
signed by the chairperson of the board of directors or individual in high authority briefly describe the content of the proposal (do not use in place of a summary) may be used to suggest follow up on the proposal

Reviewing the Proposal

May vary depending upon type of funding source (government vs private) Generally, some type of review board or panel

Logic Model
a tool or visual resource that may help you

lay out your program see your outcomes and determine if they are measurable with evaluation enhancement grants

may be required

Parts of the Proposal

No two proposals are going to be the same Generally, a difference between proposals for private funders and proposals for Federal agencies

Parts of the Proposal

Typical Parts of the Proposal -- Private

Summary Introduction or organizational information Problem statement or needs assessment Project description objectives methods staffing/administration evaluation Future or other necessary funding Budget Conclusion

Parts of the Proposal -- Private

Summary -- may be all that is read

be at the beginning (but written last) be clear, concise, and interesting identify the applicant and the applicants credibility outline the reason for the grant request state the objectives describe activities to accomplish objectives show costs, funds committed, and amount requested be brief

Parts of the Proposal -- Private

Introduction or Organizational Information

when, how, and why organization was started statement of purpose, goals, and philosophy significant events in your history prior and current activities accomplishments and impacts size and characteristics of your clientele assistance asked of you by other organizations your funding sources/positive comments results of evaluation of your programs

Parts of the Proposal -- Private

Introduction or Organizational Information

Where to find this type of information?

Your records Cooperative Extension web site (under About) http://ag.arizona.edu/extension/about/ APROL CALS support material

Parts of the Proposal -- Private

Problem Statement or Needs Assessment

The most critical part of your plan The reason behind the proposal Generally, should focus on the conditions you wish to change

Parts of the Proposal -- Private

Problem Statement or Needs Assessment

clearly related to the purposes and goals of organization supported by evidence drawn from your experience
statistics testimony

be of reasonable dimensions stated in terms of clients or constituents

Parts of the Proposal -- Private

Project Description

Objectives Methods Staffing/Administration Evaluation

Parts of the Proposal -- Private

Project Description -- Objectives

are outcomes of your activities, not the activities themselves methods are how you are going to get there

Parts of the Proposal -- Private

Project Description -- Objectives

if measurable -may be the criteria by which you judge the effectiveness of your program

Parts of the Proposal -- Private

Project Description -- Methods

the steps (activities) to be taken to achieve the desired results

Parts of the Proposal -- Private

Project Description -- Methods

should
be understandable rationale for chosen methods

may include
selection of staff staff training explanation selection of participants

Parts of the Proposal -- Private

Project Description -- Staffing/Administration

May be integrated into methods section or you may choose to separate it into its own section

Parts of the Proposal -- Private

Project Description -- Evaluation

Why do it?
required by funding source doing your own reduces chances of them doing it forces you to really think about your program allows others to make decisions about the program motivation of clients reassures funding sources and potential sources can be a powerful tool

Parts of the Proposal -- Private

Project Description -- Evaluation

Designing the evaluation

clarifies objectives -- must be clear and measurable determine potential audience for evaluation what is it you want to evaluate who will conduct the evaluation how will data be collected how will data be analyzed how will information be reported and to whom what does the funding source need

Parts of the Proposal -- Private

Future or Other Necessary Funding

Few granting sources want to adopt you for all time Where will you find funding to continue the program?

Parts of the Proposal -- Private

Future or Other Necessary Funding

Ways to fund your program after the grant

organization assumes responsibility fee-for-service third-party subsidization non-grant fund-raising (endowment) new or expanded fund-raising efforts another organization assumes part of financial obligation

Parts of the Proposal -- Private

Future or Other Necessary Funding

construction or renovation grants

cost to maintain

equipment
cost of training for users maintenance insurance

Parts of the Proposal -- Private

Budget

UA Handbook for Principal Investigator

(http://vpr2.admin.arizona.edu/sps/Handbook/frame_format_ purposed_budget.htm)

CALS budget worksheet for grants (not required)

(http://ag.arizona.edu/extension/employee/budget.htm)

send budget in early to be reviewed (optional)

Parts of the Proposal -- Private

Conclusion

final appeal for your project; briefly reiterate

what you want to do why it is important why you need funding to accomplish it

Parts of the Proposal -- Government

Will generally give you very specific guidelines Contact the program officer to confirm/clarify An outline given out -Follow all instructions! Carefully plan your application timeline Meet the deadline!

Parts of the Proposal -- Government

Typical Parts of the Proposal -- Government

Cover letter or face sheet (SF-424) Budget forms/line item budget (Budget Justification) Table of contents Abstract (similar to the summary)

(continued next page)

Parts of the Proposal -- Government

Typical Parts of the Proposal -- Govt

(cont)

Narrative meeting the purposes of the authorizing statute extent of need for the project plan of operation quality of key personnel budget and cost effectiveness evaluation plan adequacy of resources Appendices Certifications

Reasons Why Proposals Are Not Funded

Directions are not followed Unfocused or Untargeted Proposal Recycled, Generic, Proposal Poor Planning and Lack of Detail Unclear or Overly Complex Proposal Unsupported Claims Poor Writing and Organization