Elements of a proposal
- executive summary
- mission/purpose
- goals
- objectives
- history
- structure
- staff
- budget
Follow the guidelines
Some foundations
and corporations
supply detailed instructions on what to include in a proposal to
them. If they do provide guidelines,
follow them.
Developing your proposal
- Commit your ideas to paper.
- Describe your program thoroughly.
- State your program's goals and objectives.
- Construct a timeline.
- Articulate your budget, including costs for staff, materials,
programs, administration and equipment.
- Write job descriptions for program staff.
Don't forget to think about, and include in your proposal, ideas
about the outcome of your program and how you will evaluate the
program to assess whether you've reached that outcome.
Your proposal packet
- Keep it readable and concise. Use large, easy-to-read, dark-colored
type. Avoid fancy bindings; use paper clips instead, since the
funder may need to make additional copies.
- Number the pages. If the proposal is longer than 10 pages,
provide a table of contents.
- Use charts and statistics only where appropriate, since they
tend to disrupt the flow of the narrative. Put footnotes on
the same page as their reference, not at the end of the document.
- Limit the number of attachments, press releases, news clippings,
results, etc. Keep appendices to a minimum.
Writing style
- Use the active voice -- say "we conducted a program" rather
than "a program was conducted."
- Avoid jargon and acronyms unless absolutely necessary, and
then provide explanations.
- Use simple sentences.
- Keep paragraphs short.
- Break up text with headings, subheadings and bullets.
- Spend extra time on the executive summary - often, a program
officer will use the executive summary in his or her report
to the board.
Sending your proposal
- Timing. Each funder has its own application deadlines.
Respect those deadlines; they are taken seriously, and you could
lose funding if your application is late. Most large funders
have boards that meet quarterly. Others may have monthly deadlines.
Some accept proposals anytime, with no deadlines.
- Customizing. Since each funder has different interests,
priorities and guidelines, avoid submitting identical proposals
to more than one foundation. Each proposal must show how your
project fits that funder's priorities and giving patterns. If
you do send the same proposal, at least customize the cover
letter for each foundation.
- Waiting. After you submit your proposal to a funder,
it often takes at least a month for the grantmaker to consider
it. During this time, foundation personnel read and evaluate
all proposals received for that funding
cycle.
- More waiting. Once you are notified that you have been
awarded a grant, it usually takes several weeks before you receive
a check. Consider submitting your proposal six to nine months
before you need the money. This will allow you time to apply
to a second funder if the first is not successful.
Cover letters
Always address your cover letter to a specific person; never start
out with "Dear Sir or Madam" or "To whom it may concern." Verify
the spelling of names, titles and addresses. You can find that information
over the phone, or consult resources in the Donors Forum Library.
Delivering your proposal
Some funders accept proposals via fax or the Internet. Unless you
are sure this is acceptable, send your proposal by mail or drop
it off in person.
Be sure to include all attachments the funder requests. Commonly
requested attachments:
- a copy of your organization's 501(c)(3)
letter from the IRS
- a copy of your organization's budget and most recent audit
- a brochure describing your organization
- names of your board of directors and their professional affiliations
- a list of current and past funders
Search the
Donors Forum Library catalog online to see our materials about
proposals.
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