Proposal Writing -- Basics Sheila Merrigan Information Resources Program Coordinator University of...

Proposal Writing -- Basics

Sheila Merrigan

Information Resources Program Coordinator

University of Arizona Cooperative Extension

[email protected] 520-626-6543

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

• don’t beg!

• you are offering the funding source an opportunity to be part of an important, useful activity

• don’t 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

• 12 x 12 x 12 rule

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

• may be required• enhancement grants

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 applicant’s 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


• 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


• 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


• 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


• 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


• Project Description • Objectives• Methods• Staffing/Administration• Evaluation


• Project Description -- Objectives• are outcomes of your activities, not the

activities themselves• methods are how you are going to get there


• Project Description -- Objectives• if measurable --• may be the criteria by which you judge the

effectiveness of your program


• Project Description -- Methods• the steps (activities) to be taken to achieve the

desired results


• Project Description -- Methods• should

• be understandable

• rationale for chosen methods

• may include• selection of staff

• staff training explanation

• selection of participants


• Project Description -- Staffing/Administration• May be integrated into methods section or you

may choose to separate it into its own section


• 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


• 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


• Future or Other Necessary Funding• Few granting sources want to adopt you

for all time• Where will you find funding to continue

the program?


• 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


• Future or Other Necessary Funding• construction or renovation grants

• cost to maintain

• equipment• cost of training for users

• maintenance

• insurance


• 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)

http://vpr2.admin.arizona.edu/sps/Handbook/frame_format_purposed_budget.htm

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


• 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• Read the RFP VERY carefully• Read the rfp again … and once more• Contact the program officer to confirm/clarify• An outline given out -- follow the sequence and

reflect the rfp’s language in your headings and text to make it easy on the reviewers

• 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 -- Gov’t (con’t)

• 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

• Keep writing proposals

• Don’t get discouraged!

• Break-out sessions

Sources:

Boess, Marilyn M.. 2000. The Grantsmanship Game: Playing to Win! Marilyn M. Boess, Glendale, Arizona. 145 pp.

The Foundation Center. A Proposal Writing Short Course. [Cited 1/11/01]. Available via the World Wide Web at http://fdncenter.org/onlib/shortcourse/prop1.html

Kiritz, Norton J. 1980. Program Planning and Proposal Writing: A Guide. The Grantsmanship Center. 124 pp.

PRO Neighborhoods and Tucson-Pima Public Library. 2000. Basic Grant Proposal Writing. December 9, 2000.

Proposal Writing -- Basics Sheila Merrigan Information Resources Program Coordinator University of...

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