How to Write Proposals that Get

Funded
Last year 25,639 private foundations in the U.S. gave away $6.3
billion. This is $11,000 a second. Donors will give money to meet their
needs and interests, not yours. The name of the game is to find a good
marriage.

To do so, you have to do front end analyses. You want to research

foundations' patterns of giving, geographical restrictions, and areas of
interest.

Four Top Reasons Proposals Do Not Get Funded

1. Funding source does not believe you understand the problem

2. Funding source does not believe in your solution
3. Funding source does not believe in your qualifications
4. Funding source does not believe or trust your budget

Foundations and state and national government agencies issue RFP's

(requests for proposals).

1. A PROPOSAL is a representation of your program. - “You never

get a second chance to make a first impression.” No misspelled
words, no white out. Accurate, crisp, clean.
2. A PROPOSAL is a request. - Don't forget to ask for the
money. Don't beg. Don't be arrogant.
3. A PROPOSAL is persuasion.
4. A PROPOSAL is a promise. - Don't promise what you cannot
deliver. Deliver more than you promised.
5. A PROPOSAL is a plan.

Other do's and don't’s:

DO set up a personal appointment before you write the proposal,

especially if seeking money from a corporation.

DO follow directions exactly! Leave no space blank, put N/A. If they say
“Write a 300 word description,” write a 300 word description.

You DON'T have to be the low bidder.

Fundraising is an important part of the program planning

process. Obviously, sufficient funds to operate a project are essential to
its success. However, requesting money from a foundation is not the
first step.

Before making a formal request for money, an organization must have a

clear idea of its project. Writing a proposal for the project helps staff
organize ideas and concepts and develop them into an effective
program. A well written proposal should describe the importance of and
need for the project as well as outline the organization's specific plans
for implementing it.

A foundation receives many requests for money from a variety of

organizations for a range of project ideas. All the proposals compete for
the limited amount of money available from the funding agency. Before
awarding a grant, a foundation determines the value of the proposed
initiative. In order to increase the chances for serious consideration, it is
very important that a proposal contain detailed and organized
information about the project.

For example, it is unlikely that a foundation will consider a vague

request for money to provide sex education and information to out-of-
school youth. On the other hand, a foundation will be more interested in
a proposal that describes the need for such a program and outlines the
objectives, strategies, staffing and specific budget. Such information
assists the foundation in assessing the project and in making a final
decision about funding it.

Every foundation has special areas of interest and usually only funds
programs that address these interests. Therefore, it is important that an
organization research the philosophy of a foundation to determine the
potential interest in funding a certain project. Needless to say, it would
be a poor use of time to prepare a proposal to establish an adolescent
family planning clinic and submit it to a funder primarily concerned with
agricultural development.

Most general interest libraries, at a university for instance, will have

information about foundations. In addition, regional or national family
planning associations might also have information useful to those
researching foundations with such interests. Once program managers
have identified a funder or funders centrally concerned with their issue,
they should write to the agency or agencies to request additional
information, such as an annual report, funding guidelines, etc. This type
of information can provide a clearer idea of the typical nature of projects
a foundation funds, the average amount awarded, etc. Program
personnel can use these materials to make a proposal relevant to the
interests of a foundation and to request a reasonable amount of
money.

Similarly, each foundation has its own requirements for submitting

proposals. It is recommended that program personnel also learn about
the specific procedures and adapt the proposal accordingly before
making a request for funds.

There are, however, some general guidelines which apply when writing
any proposal. Briefly, "keep the written proposal short and clear.” State
at the outset what is to be accomplished, who expects to accomplish it,
how much it will cost, and how long it will take."

The following section describes the basic components that one should
keep in mind when writing a proposal.

I. The Components of a Proposal

1. Summary
This section provides a concise overview of the entire
proposal. However, it is not an integral part of the formal
proposal. The summary should appear on a separate sheet of
paper before the text begins. It should include information on
the organization, problem or need, project duration, objectives,
strategies or methods, and the total funds requested. Although
it is at the beginning of the proposal, this section should be
written after the proposal itself it written.
2. Introduction
The introduction is a brief profile of the organization submitting
the proposal. It states the agency's background, purpose, and
qualifications for conducting the proposed project. The
introduction can also include endorsements from other
agencies. Example: Established in 1977, the Family Planning
Center (FPC) is a private, nonprofit organization. The primary
purpose of FPC is to provide reproductive health-related
information and services to all population sectors of City X, Y
and...
3. Problem or Needs Statement
The statement describes the problem the proposed project
intends to address. It offers proof of the need for the program
and should include statistics and other factual documentation.
Example: Statistics indicate that adolescents are not receiving
adequate family planning information and services to meet their
special sexuality-related needs. Whereas the overall pregnancy
rate in City X has declined by 5% since 1977, there has been a
 steady increase in the incidence of pregnancy among young
women aged 15-19...
4. Program Objectives
This section lists the expected outcomes, or results, of the
proposed project. The objectives are possible solutions to the
stated problem or need. They should be "measurable: an
observer must be able to see, count, perceive results; and
realistic: that is, achievable."
Examples:
o To provide family planning information and services to at least
600 young people attending the adolescent clinic.
o To train at least 20 young people to serve as peer counselors at
the adolescent clinic.
5. Methods
The methods section, or program plan, explains in detail how
the organization intends to accomplish the stated objectives. In
other words, this section discusses in detail the project activities
and how, by whom, and when they will be carried out during the
project.
Example:
o Recruit and select at least 20 adolescents who are willing to
serve as peer counselors at the clinic.
o Conduct three half-day training sessions for the peer
counselors.
6. Evaluation
This section describes how the progress and success of the
program will be measured. Evaluation strategies will depend in
part on an individual foundation's requirements as well as on the
nature of the project's objectives.
Example: At the time of the first visit, each client will be asked to
complete a questionnaire, anonymously, requesting information
about the purpose of their visit. After three months, the answers
will be analyzed to determine the extent to which existing
services meet the client's stated needs.
7. Other and Future Funding
In many cases, a foundation will only grant partial funding for a
project. Nevertheless, funders are interested in an
organization's other sources of money, for both current and
future program activities. The other and future component
outlines an organization's plans to obtain alternate and
additional funds to conduct other aspects of the project and/or to
continue the project after the proposed grant expires.
Example: The Family Planning Center has received a grant for
$10,000 from the CDE Foundation to cover general operating
costs of the project. For the second project year, staff will seek
funds from local community sources…
8. Budget
This section is an important component of the proposal. The
budget "should be a realistic estimate of all costs involved in
implementing and operating the project Cost estimates should
be broken down into logical categories, such as salaries,
supplies, rent, etc." A budget not only outlines how the
requested funds will be spent, but also how the money received
 from other sources will be allocated.
Example:

ABC Foundation Other Sources

Share of Budget Share of Budget
Salaries
Director (full-time) $4000.00 $1000.00
Asst. Director (full-
2800.00 700.00
time)
Nurse (half-time) 1500.00 0.00
Total Salaries $8300.00 $1700.00

9.
10. Appendices
A proposal should be concise. Appendices provide the
opportunity to include additional supportive information without
making the text of the proposal long and disjointed. Such
attachments might include the results of a preliminary needs
assessment survey, the organization's annual report, and staff
biographies.
11. Cover Letter
A short cover letter should be sent with the proposal when it is
submitted to the funding agency. In the letter, the organization
asks the foundation to consider the proposal, briefly
summarizes the purpose of the project, states the amount
requested, and suggests follow-up action (e.g., meetings, more
information to be sent, etc.).

II. Checklist of the Components of a Proposal

Section B describes the components of a proposal. This section
provides a "checklist" of what should be included under each
component.

The following list has been adapted and revised from the "Proposal
Checklist and Evaluation Form," developed by the Grantsmanship
Center.* Proposal writers can refer to the list to ensure that their
proposals encompass all the typical characteristics.

1. Summary
Appears at the beginning of the proposal; is interesting; clearly,
concisely, and briefly summarizes request.
1. Identifies the grant applicant
2. Includes at least one sentence on the organization's
qualifications
3. Includes at least one sentence on the problem
4. Includes at least one sentence on objectives
5. Includes at least one sentence on methods
6. Includes total cost, funds already obtained and amount
requested in the proposal.
2. Introduction
Describes the applicant agency and its qualifications for funding;
is brief, interesting, and free of jargon; leads logically to the
problem statement.
o Clearly establishes who is applying for funds
o Describes applicant agency purposes and goals, programs and
activities, and clients or constituents
o Provides evidence of the applicant's accomplishments (with
statistics, if possible)
o Possibly offers quotes/endorsements in support of
accomplishments
o Supports qualifications in area of activity in which funds are
sought (e.g., research, training)
3. Problem Statement of Needs Assessment
Relates to purposes and goals of applicant agency; is of
reasonable dimensions, makes a compelling case; makes no
unsupported assumptions; is brief, interesting, and free of
jargon.
o Is supported by statistical evidence and/or statements from
authorities
o Is stated in terms of clients' needs and problems, not the
applicant's.
4. Program Objectives
Describes program outcomes in measurable terms; are
outcomes, not methods.
o At least one objective for each problem or need committed to in
problem statement.
o Describes the population that will benefit
o States the time by which objectives will be accomplished
5. Methods
Describes activities to be conducted to achieve the desired
objectives; presents a reasonable scope of activities that can be
conducted within the time and resources of the program.
o Flows naturally from problems and objectives
o Clearly describes program activities and reasons for the
selection of activities
o Describes sequence of activities
o Describes staffing of program
o Describes clients and client selection
6. Evaluation
Presents a plan for determining the degree to which objectives
are met and methods are followed.
o Presents a plan for evaluating accomplishments of objectives
o Presents a plan for evaluating and modifying methods over the
course of the program
 o Tells who will be doing the evaluation and how they were
chosen
o Clearly states criteria of success
o Explains how data will be gathered and any test instruments or
questionnaires to be used
o Describes the process of data analysis
o Describes any evaluation reports to be produced
7. Other and Future Funding
Describes a plan for continuation beyond the grant and/or the
availability of other resources necessary to implement the grant.
a.
o List other sources of funding committed to project
o Presents a specific plan to obtain other needed and future
funding if program is to be continued
o Is accompanied by letters of commitment, if necessary
8. Budget
Clearly delineates costs to be met by the funding source and
those provided by other parties; is detailed in all aspects.
o Tells the same story as the proposal narrative
o Contains no unexplained amounts for miscellaneous or
contingency
o Includes all items asked of the funding source
o Includes all items paid for by the other sources
o Details fringe benefits, separate from salaries
o Includes all consultants
o Separately details all non-personnel costs
o Includes indirect costs (overhead) where appropriate
o Is sufficient to perform task described in the narrative

III. Conclusions
As previously mentioned, an organization seeking funds for a project
should learn as much as possible about a foundation and its grant-
making procedures before submitting a proposal. The final presentation
should conform to an individual funding agency's requirements.

While the format may differ, the basic content of any proposal includes
similar information. These standard components have been outlined in
Sections B. and C. of this document. The Council of Michigan
Foundations offers some additional general suggestions to follow when
preparing a proposal:

1. Write as simply and clearly as possible. Avoid using slang or

phrases that are not commonly understood or that could be
easily misunderstood.
 2. Keep the proposal as short as possible while still maintaining
the substance. Remember to try to match your interests with
those of foundation.
3. Avoid broad or sweeping statements. Issues, problems and
needs should be stated as accurately and factually as possible.
4. Test the proposal on others not familiar with it before
submission.
5. Be prepared to rethink and rewrite the proposal.

Obtaining funds to implement adolescent fertility-related projects is not

an easy task. Foundations consider many requests for funds, and they
base their grant award decisions on the proposals they receive. It is to
the benefit of the organization to take time to research and prepare a
solid, well-written proposal. The above guidelines can assist project
staff in writing a proposal, an important aspect of fundraising.

Source: Huberman, B. Adolescent Pregnancy Prevention Coalition of

North Carolina. 1990