The document provides guidance on writing effective project proposals, outlining key sections and content to include. It discusses identifying the problem and project idea, developing goals and objectives, describing implementation methodology and partners, preparing the budget, and planning for monitoring, evaluation and sustainability. The document emphasizes showing thorough planning, fitting the proposal to donor guidelines, and demonstrating a well-thought out solution to a genuine community need or problem.
2. Welcome
This is a course on writing effective
project proposals.
You should have already learnt about
pre-planning and logical frameworks.
3. What is a proposal?
• Your proposal is an important document
• Donors will decide to finance your project or
not from what they read.
• Any proposal should show thoughtful planning
4. Identify the project idea
• Do your Pre-Planning and Stakeholders
Analysis
• Look at possible funding and local resources
• What you learn from this will point you in the
direction of the best way to help - the ‘project
approach’ and ‘project logic’
5. Identify the project idea
• Your pre-planning should have pointed to an
approach that fits into this model:
Available resources
Community demand
Needs identified by experts
Project
6. Good ideas
1. Make sure there is a genuine problem and that you
can face it.
2. Two-step approach:
o First define your project thoroughly and using a
participatory approach,
o Then adapt your project proposal according to
the targeted donor.
3. Use the logical framework - a tool to design a
project in a systematic and logical way .
8. Find the right funding source
• Which donor has a target compatible with your
project ?
e.g. Humanitarian aid or development - ECHO, EuropeAid
Refugees - Austcare
HIV, Malaria - Global Fund
• What are your potential donors preferences?
e.g. Mines victims - Irish Aid
Institutional strengthening - AusAID
• How does each donor evaluate project proposals?
Are you likely to be selected?
‒ Is there an evaluation grid ?
– Do they require a partnership? Gender equity? What?
9. Remember
o Your Proposal is often the only way for the
donor to choose or reject your project
o Write a proposal only when your project idea
is already well thought out
o Fit to the donor’s guidelines
10. Package your project into an
attractive proposal (1)
• Follow a logical thread:
Background
Problem
Solution
Sustainability
• Ensure match-up between:
Problem – Outcomes – Means
(this is called internal coherence)
• Many donors want the Logical Framework Approach
11. Package your project into an
attractive proposal (2)
Logic checklist
• Don’t leave a problem unsolved
• Don’t identify outcomes that do not
correspond to a problem
• Don’t identify outcomes for which you don’t
have a solution
• Don’t propose activities that are not related to
problems and outcomes
• Don’t list human resources that don’t match
the outcomes you aim to achieve
12. Package your project into an
attractive proposal (3)
Editing and layout
Pay attention to the language:
- Use simple language
- Use future tenses
- Be concise and logical
- Avoid spelling mistakes
- Find a catchy title
Pay attention to the layout / presentation:
- Use your organization’s logo on the first page
- Use headers and footers
- Use clear titles and paragraphs
- Break the monotony
- Add table of contents
- Print on standard format paper
13. Proposal structure
1. Executive Summary
2. Organisation description
3. Project background
4. Problem statement
5. Goal and objectives
6. Beneficiaries
7. Proposed methodology:
8. Budget
9. Monitoring and Evaluation
10. Sustainability
11. Annexes
Partners
Project implementation
Activities
Risks and assumptions
Means
14. 14
Why is it important:
It is the first part that is read
Sometimes the only part that is
read…
It can be used by the donor to
communicate to others about
your project
1. Executive Summary
1. Executive
summary
2. Presentation of
the organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
15. 15
1. Executive Summary
Summary
What do you propose to do?
Where?
Why?
For whom?
With whom?
For how long?
1. Executive
summary
2. Presentation of
the organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
16. 16
1. Executive Summary
DO :
Write it last
Do it carefully
Keep it short
DON’T :
Cut and paste
1. Executive
summary
2. Presentation of
the organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
17. 17
2. Presentation of the organisation
Why is it important?
Purpose: to establish credibility
and image of a well-managed
organization that meets critical
needs in its area of work
Tips
Should not be too long
If you are approaching a new
donor, attach in appendix an
organisation brochure and the
last annual report
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
18. 18
2. Presentation of the organisation
Contents
Who are you?
Philosophy / mandate?
History and significant
interventions / track record
Expertise in addressing the
problem or need
Organisational structure
Major sources of support
Affiliations / accreditations /
linkages
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
19. 19
3. Project Background
Contents
Who took the initiative?
Does the project fit into an existing
development plan or programme?
Is this the first phase of the project, or
continues an activity already started?
If continuing, what have been the
main results of the previous phase?
What studies have been done to
prepare the project?
Who else operates in this field?
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
20. 20
3. Project Background
Tips
You need to demonstrate that :
The project arises from the
beneficiaries and/or the local
partners
You know the local context very
well
You have the experience needed
to run the project successfully
You have been successful before
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
21. 21
4. Problem Statement
Why is it important?
Unless donors are convinced that
there is a real problem, they will
not agree to pay for our project!
Tips
A “good” problem should:
concern people
be concrete and demonstrated
be solvable
come from a demand
be an emergency or priority
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
22. 22
4. Problem Statement
Contents
Describe the scope and size of
the problem
What are the immediate causes?
What are the underlying causes?
What are the effects?
How does it affect people?
Why does it have to be
addressed?
Why now and not later?
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
23. 23
5. Goal and Objectives
Goals (or overall objectives):
Describes the long-term goals your
project will contribute to.
Project Purpose or Specific Objective:
Describes the objective of your project
in response to the core problem.
Expected Results:
Describes the outputs (or outcomes) -
the concrete results of your project.
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
24. 24
Objectives should be SMART:
Specific = they must meet the needs
(problems) identified
Measurable = they should be
measured by concrete indicators
which should reflect the extent to
which they have been attained
Acceptable = by all involved partners
Relevant = they must be adequate to
the project socio-cultural environment
Timely = must be reached by the end
of the project
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
5. Goal and Objectives
25. 25
6. Beneficiaries
Contents
Clearly identify direct and
indirect beneficiaries:
• Direct support to target group
• Indirect benefits to others
• How many?
• Where?
• Characteristics?
Specify how and at what stage
they will be involved in the
project
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
26. 26
7. Proposed Methodology
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Contents
Partners
Project implementation
Activities
Risks and assumptions
Means
Why is it important?
Shows how objectives will be
achieved
27. 27
Partners:
Clearly divide main partners and
other partners
Provide background information:
Goals/philosophy?
Area of intervention?
Relationship with beneficiaries?
Cooperation track-record?
Type of partnership you set up
Specify each partner’s role
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
7. Proposed Methodology
28. 28
Project implementation:
Rationale for selecting this
methodology
Project implementation structure:
roles and responsibilities of all the
project stakeholders
Tip
Use a chart to show the project
implementation structure
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
7. Proposed Methodology
29. 29
7. Proposed Methodology
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Activities:
What will be done?
How?
By whom?
Where?
By when?
Tips
Be as precise as possible
Cluster activities by expected
result
Use a work plan to summarise
30. 30
7. Proposed Methodology
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Example:
Training:
How many persons?
For how long? Starting when?
Which methodology will be used
(seminars, in-house training, ad hoc
courses, etc.)
Why is the training necessary?
Which new skills will the trainees
acquire?
Year Year 1
Month 1 2 3 4 5 6 7
Activity 1
Activity 2
Activity 3
Activity 4
31. 31
7. Proposed Methodology
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Risks/Assumptions:
Risks are external factors that could
potentially jeopardise your project and
are beyond your control
Assumptions are things you are
expecting to be a certain way
Why is it important?
It helps assess the factors which could
jeopardise your project
It helps examining the project for
completeness and consistency
32. 32
7. Proposed methodology
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Means:
Human resources:
Explain the responsibilities and
tasks of each key person in the
project.
Justify the need for expatriate
personnel
Material resources:
Give an explanation of the most
important budget lines
Justify vehicles
33. 33
8. Budget
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Contents
Budget spreadsheet
Budget explanations and
justifications
Tips
Prepare it using your action plan
Don’t inflate the budget
Carefully follow donor’s
requirements
Divide your budget into years
34. 34
9. Monitoring & Evaluation
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring
and
evaluation
10. Sustainability
11. Annexes
Why is it important?
Monitoring: to assess whether
your project activities are on track
Evaluation: to assess whether
your project is effective, efficient,
has an impact, is relevant and
sustainable
Contents
What will be monitored and why?
By whom?
How often?
Using which tools and methods?
35. 35
10. Sustainability
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
Contents
Institutional sustainability
Technical sustainability
Socio-cultural sustainability
Financial sustainability
Why is it important?
Because donors want to be sure
that their investment will not be
lost at the end of the project and
that you are already planning the
phasing out of the project.
36. 36
Contents
Glossary
Maps
Statistics/ policy documents
Proof of registration and tax benefits for
donors
Financial statement
Composition of Board of Directors
List of major donors
Annual report, brochures & publications
Specific studies or evaluation reports
Memorandum of agreement with
partners
Letters of support
Pictures, case studies
Other...
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
11. Annexes / Appendices
37. 37
11. Appendices / Annexes
Tips
Refer to the appendices in the
proposal (see appendix a), but....
If something is crucially
important, write it in the proposal!
Add a table of contents for the
appendices
Put the appendix number on the
top of each page “appendix no xy”
Separate each appendix by a
coloured page
1. Executive
summary
2. Presentation
of the
organisation
3. Project
background
4. Problem
statement
5. Goal and
objectives
6. Beneficiaries
7. Proposed
methodology
8. Budget
9. Monitoring and
evaluation
10. Sustainability
11. Annexes
39. Proposal package
1. Cover letter
Use letterhead, mention project title, purpose, amount
requested, contact person and list of attached documents
2. Project proposal:
• Title page with logo
• Table of contents
• Executive summary
• Detailed proposal
• Annexes
3. Requested attachments
Include all documents requested by the donor (which are not
already included) in the annexes
40. Final check
Ask someone outside the project team to read
the proposal before sending to a donor.
42. 42
Case study: Laos project
• Targeted donor: ECHO (European Community
Humanitarian Office)
– ECHO mandate: humanitarian and emergency
actions
• Context: Need of gap funding between two
contracts with EuropeAid (budget line B7-661 « mines »)
– EuropeAid mandate: long-term development
oriented
• Project rationale: training of deminers in Laos,
Savannakhet Province
43. 43
Version I:
what would you change/improve ?
1. GENERAL INFORMATION
Title of operation: Technical support for the
maintenance of Lao National Unexploded Ordnance
(UXO LAO) activities in Savannakhet. Province of
Lao PDR while preparing the consolidation of a 24
month final phase of the project.
Start-up date: March 2002.
44. 44
VERSION II:
What was written in the final version
• VERSION 2
1. GENERAL INFORMATION
Title of operation: Maintenance of Handicap
International Technical Assistance to UXO Clearance
Operations in Savannakhet Province, Lao PDR
Start-up date: 1st March 2002
45. 45
Version I:
what would you change/improve ?
4.1. Overall objective(s)
Phase 4 – Transfer of knowledge, skills and capacities to UXO
LAO Savannakhet in respect of the application of comprehensive
national procedure across all aspects of the programme leading to
the complete withdrawal of HI technical assistance.
4.2. Project purpose/ Specific objective
To provide reduced technical support to UXO LAO Savannakhet for
UXO area clearance and disposal in order to allow UXO LAO to
maintain limited activities to national standards.
This is an interim arrangement of six months that will allow limited
continuity of operations for UXO LAO in Savannakhet until
implementing partner funding becomes available. This will allow
UXO LAO Savannakhet to conduct its full range activities
(community awareness, survey, roving and area clearance) to
national standards under the technical supervision of Handicap
International technical advisor as described in the phase four
financing proposal.
46. 46
VERSION II:
What was written in the final version
• 4.1. Overall objectives:
The populations of Phine, Xepon, Vilabuly, Nong,
Atsaphanthong, Phalan Xai and Atsaphone of Savannakhet
Province, Lao PDR live in a safer environment.
• 4.2. Project purpose/ Specific objective:
The negative impacts of UXOs in the districts of Phine, Xepon,
Vilabuly, Nong, Atsaphanthong, Phalan Xai and Atsaphone of
Savannakhet Province, Lao PDR are reduced.
47. 47
Version I:
what would you change/improve ?
• VERSION 1 :Number of direct beneficiaries:
UXO Lao staff in Savannakhet Province. Currently UXO Lao assisted by HI
have 160 deminers, surveyors, community awareness (CA) members and
supporting staff in the province.
The general population on the four most UXO affected districts of
Savannakhet Province will also directly benefit of the clearance operations
undertaken by UXO Lao.
The quantitative outputs of UXO LAO Savannakhet in the key activities
since the HI project started are:
Area Clearance: Agriculture land cleared: 2,534,935m2 ( 58% of the total
land cleared)
Roving Tasks: Villages visited: 939
Community Awareness: Villages visited: 561 out of more than 625
48. 48
VERSION II:
What was written in the final version
Number of direct beneficiaries:
The general population on the seven most UXO affected districts of
Savannakhet Province will directly benefit of the clearance operations and
awareness activities undertaken by UXO Lao. The direct beneficiaries are
more specifically, the populations of the districts of Phine, Xepon, Vilabuly,
Nong, Atsaphanthong, Phalan Xai and Atsaphone. The number of direct
beneficiaries is estimated at over 22,000 people. The vast majority of the
beneficiaries are subsistence farmers from ethnic minority groups in remote
areas. Through activities undertaken in this programme, the local
population will benefit from improved land accessibility, improved land
availability, a safer working and living environment and an improved ability
to avoid accidents caused by unexploded ordnance.
Equally, UXO LAO staff in Savannakhet Province are direct beneficiaries of
this programme. Currently UXO Lao staff assisted by HI includes de-miners,
surveyors, community awareness (CA) workers and support staff in the
province. The number of beneficiaries equals 160 employees of UXO LAO.
Through activities undertaken in this programme, UXO LAO employees will
benefit from training aimed at safer, more efficient and more diverse
unexploded ordinance identification, removal and destruction.
49. 49
VERSION III:
Keep it short…
Number of direct beneficiaries:
The general population of the seven most UXO affected districts of
Savannakhet Province, estimated at over 22,000 people, will directly
benefit from the clearance and awareness activities of UXO Lao.
Most beneficiaries are subsistence farmers from ethnic minorities in
remote areas who will benefit from improved land accessibility and
availability and a safer living and working environment.
UXO Lao staff in Savannakhet Province who are also direct
beneficiaries include de-miners, surveyors, community awareness (CA)
workers and support staff, totalling 160 employees.
Staff will benefit from training aimed at safer, more efficient and more
diverse unexploded ordinance identification, removal and destruction.
50. 50
Checklist: all the good questions to bear in mind when
drafting a project proposal
1. Before writing the proposal:
• Is the stakeholder analysis done and complete?
• Have I established a coherent problem tree and a concrete
problem ?
• Have objectives, results and activities been discussed with
all partners and accepted ?
• Do I know the donor to whom I will send my proposal (e.g.
mandate, criteria, specific format, etc.)?
• Is there an internal organisation that has been set up
within your organisation around this proposal ? Does
each person know her tasks ?
51. 51
Checklist: all the good questions to bear in mind when
drafting a project proposal
2. When drafting the proposal:
• Is my proposal coherent:- identified problem suggested
activities proposed outcome?
• Is my proposal precise enough (e.g. explanation of
expected results and intended activities, definition of
SMART indicators)?
• Is my proposal understandable by everybody (not too
many technical terms, theories explained, etc.)?
• Have I really respected the donor’s criteria ?
• Have I put the information in the correct place ?
• Have I corrected all the spelling mistakes ?
52. 52
Thankyou
Adapted for Health Poverty Action by Tony Hobbs
from original material and case study by Handicap International
Notas do Editor
A course for mid level NGO workers.
Add a presentation on planning and one on the logframe to make a one day course (5-8 hours)
Present it alone as a half day module of a longer course - part eight of eight in a short course on Project Cycle management, or part 10 in a course of 10 units on project cycle and general management. This module alone 3-4 hours.
Sample Schedule for a stand-alone one day course:
9.30 - 9.40 Introduction of participants and facilitators
9.40 - 9.50: Expectations from the participants (If you use a flipchart it can stay up all day)
9.50 - 9.55: Introduction to the whole session: General recommendations/ LFA-Group exercise/ Contents of a project proposal-group exercise
9.55 - 10.05: Brainstorming: what does it take to write a winning proposal?
10.05 - 10.35: Presentation on Project Planning
10.35 - 11.15: Presentation on the LFA
12.15 - 13.15: Lunch Break
13.15 - 13.45: Group exercise LFA (15 min for actual work, 5 min for presentations by each group)
13.45 - 14.15: This Presentation on the contents of a project proposal
14.15 - 14.25: Introduction to the group exercise
14.25 - 14.55: Group exercise
14.55-15.20: tea/coffee break
15.20-15.50: presentation and discussion
15.50-16.00: Evaluation of the session
Do your housekeeping here if you haven’t already – rules, times, exercises, contributing to discussion and exercises.
If you did pre-planning and logical frameworks on a previous day you could recap here.
This is how you first share an idea for consideration
It is a crucial document: donors will decide whether or not to finance your project based on what you have written.
It should reflect thoughtful planning, it is therefore the last stage of project planning
Covered in earlier modules
Demand from the community + Needs as defined by project staff and specialists = identification of the problem to be tackled.
What are the resources available that can be mobilised: human/material/financial (within your organisation, your community and outside)?
Do you have the capacity to tackle this problem?
If you do, your project idea is likely to be relevant. Once the project idea is identified, it needs to be carefully planned.
Write a proposal only when your project idea is already well defined, you have selected an approach and your target group. Get your thoughts clear before you write the project proposal.
Make sure that your project answers a need and a demand and that you have the resources to address it.
Be logical and coherent - there are some tools which can be used for that (see second part of the presentation)
Make sure to stick to the donor’s mandate, values and criteria for appraising proposals (without compromising your own values and identity).
To put it in a nutshell: what you need is COMMON SENSE!
Which donor/funder has a mandate which is compatible with your project idea?
ex. Refugees => UNHCR
What are your potential donors’ preferences?
Look for their country strategy papers or existing areas of intervention: geographical area? Sector (health, education, environment, etc.)? Target groups? Project size (big/small)? Type of project (e.g. infrastructure vs. capacity-building or advocacy, emergency vs. development)?
What are their selection criteria and are you likely to be selected?
Get their grant application form and guidelines and look for their evaluation grid (ex. Local partnership, involvement of beneficiaries, gender dimension, etc.)
Stay within the donor’s criteria and values – if you can’t, find another funder
The reader should discover your project following a logical thread:
Background - Problem - Solution – Sustainability
Do not assume that funders know the problem you are dealing with, give them enough information to understand the situation and appreciate the need for your project
Ensure internal coherence between:
Problem - Objectives- Means
Many donors follow the Logical Framework Approach (DFID, GTZ, EC, AusAid), it helps to ensure internal logic and coherence of a project (and therefore of the project proposal). It should be used as a planning tool and not filled in mechanically.
Simple unemotive language. If you want to add emotion append a case study
Why it is important:
Is the first thing that is read (good impression or bad impression on the proposal)
Sometimes, is the only thing that is read…
It can be used by the donor to communicate about the project
Contents:
What do you propose to do?
Where?
Why?
For whom?
With whom?
For how long?
DO :
Write it only when you have finished writing the rest of the proposal
Do it carefully
Be concise (2 pages maximum)
DON’T :
Use the “cut and paste” technique.
Why it is important?
To establish credibility and image of a well-managed organization that meets critical needs in its area of work
Tips
Should not be too long
If you are approaching a new donor, attach in appendix a presentation brochure and/or the last annual or activity report
Who are you?
What is your organisations’ philosophy and mandate?
What is your history and significant interventions/ track record?
What is your expertise in addressing the problem stated in the proposal?
Organisational structure
Major sources of support
Affiliations/accreditations/ linkages (if any)
Uniqueness (if any)
Especially relevant for projects linked to a previous project (second phase) or a bigger programme
Contents:
Who took the initiative?
Does the project fit into an existing development plan or programme? Is the project part of a more complex programme?
Is this the first phase of the project, or the continuation of an activity already undergoing?
If this is the case, which have been the main result of the previous phase?
What studies have been done to prepare the project?
Who else operates in this field?
Tips
Reading the project background must clearly show that :
The project arises from the beneficiaries and/or the local partners
You know very well the local context
You have the experience needed to run the project successfully, you have been successful before
Why it is important?
Unless donors are convinced that there is a real problem, they will not agree to disburse money for our project !
The problem statement is the reason why you are writing a proposal!
Tips
A “good” problem is expressed as follows:
it should concern people
it should be concrete
it should be solvable (you have the resources to solve it or you can easily mobilise them) and measurable in a meaningful and timely way
it should arise from a demand made by the beneficiaries
it should be an emergency or priority: why tackle this problem now and not later? Why this particular problem and not another? The implications should be clear: what will happen if the problem is not solved?
Description of the condition or situation you wish to change: scope and magnitude (with as many facts and figures as possible), what is the current situation? Don’t assume that your donor knows everything, give him as much information as possible but in a logical sequence:
What are the immediate causes of the problem?
What are the underlying causes of the problem?
What are the effects of the problem? How does it affect people?
Why does it have to be addressed? (what will happen if the problem is not solved?)
Why now and not later?
Editing Tip: the issues can come alive through the use of concrete stories as an example, it is sometimes more appealing than an enumeration of statistics and data
GOAL(S): Describes what your project (together with other development actors) will contribute to. Refers to the impact(s) of the problem your project is tackling.
Specific Objective(s) or Project Purpose
Describes what your particular project will do (positive formulation of the problem).
Expected Results
Describes the outputs or concrete results of your project (through its activities and resources) which link to desired outcomes
Expected results are important: A donor will finance results and not objectives. Reading the project, he/she should be able to visualise the project results!
Objectives should be measured against SMART indicators:
Specific = they must reflect the problem identified and the impact (outcome or overall goal) and link to activities (specific objectives/expected results)
Measurable = they should be measured by concrete indicators which show the extent of change with data that is available in good time at reasonable cost and is attributable to the project activities
Attainable = targets are set realistically and are achievable within the project timeframe
Relevant = they must fit with the project socio-cultural environment
Timely = progress must be visible by the end of the project
Clearly identify direct and indirect beneficiaries:
Directly receiving support
Indirectly benefiting
How many beneficiaries? Where?
Characteristics? Gender? Age group (if relevant)? Socio-economic status etc.
Specify how and at what stage they will be involved in the project: design, implementation, management, evaluation
Contents
Partners
Project implementation
Activities
Risks and assumptions
Means
Why it is important?
Indicates how objectives will be achieved
Clearly distinguish between main partners and other partners
Provide background information on your partner:
Goals/philosophy?
Area of intervention?
Relationship with the beneficiaries?
Cooperation track-record?
Describe the type of partnership you set up
Specify each partner’s role in the project (both in the project identification and in project management)
Rationale for selecting a particular or unique methodology (has it been tested or will it be pioneered in this project?
Project implementation structure: roles and responsibilities of all the project stakeholders, special bodies (project steering committee etc.), orgainigram, chart.
Activities:
What will be done?
How?
By whom?
Where?
By when?
Tips
Be as precise as possible and give enough details to reassure the donor
Cluster activities by expected result and number them accordingly
Use a work plan to summarise:
Example: training
How many persons?
For how long?
Which methodology will be used (seminars, in-house training, ad hoc courses, etc.)
Why is the training necessary?
Which new skills will the trainees acquire?
Risks/Assumptions:
A risk is an external factor that could potentially jeopardise your project and is beyond the control of the project management
Assumptions describe those external factors which are important for achieving your objectives
Why it is important?
It helps assess the factors which could jeopardise your project
It helps examine the project for completeness and consistency: if a risk has been identified that is likely to happen and affect your project, then you should include activities that will reduce it, adapt to it, or change your strategy altogether
You have to avoid the “killer assumption” that could destroy the project
Means:
Human resources:
Explain the responsibilities and tasks of each key person in the project.
Justify the need for expatriate personnel, why not local hire
Material resources:
Give an explanation of the most important budget lines
Justify vehicles, how they will be used and not misused
Take care with assets – what happens to them after the project, can they be shared
Tips
Includes credentials of key staff, special qualifications or job description
Be realistic and honest in your assessment
Contents
Budget itself
Budget explanations and justifications: you need to justify the main budget lines. You can also analyse your budget in the narrative
Tips
Prepare your budget using your Plan of Action: Activities/Timeframe-> Means required-> how much it costs-> add for each budget line, year by year
Don’t inflate the budget: enquire about unit costs, enter only those costs which correspond to project activities
Follow carefully donor’s requirements (e.g. eligible costs, administrative costs)
Disaggregate your budget for each year and pay attention to cash flow (are there large upfront expenses in the first year, or increasing activity costs as the project develops?)
Why it is important?
Monitoring: to see whether your project is on track
Evaluation: to assess whether your project is effective, efficient, has an impact, is relevant, sustainable…
Remember: You need to provide guarantees that you will provide timely and accurate reports and that you will build on the lessons you learn throughout the project.
Where do you get the information from : indicators column in the logframe/ means of verification => M&E plan
Contents
What is monitored?
Why?
By whom?
How often?
Using which tools and methods? baseline survey, regular reports, specific studies, research
Institutional Sustainability : Who will own the property acquired under the project? Who will be responsible for the project after completion? How will the project be managed, maintained and run once the financing comes to an end?
Technical Sustainability: has the staff the capacity to manage the project or continue the activities (skills, knowledge, equipment)?
Socio-cultural Sustainability : how do you ensure that the project is accepted by the communities and by the beneficiaries? (involvement of beneficiaries). How will the project significantly affect their lives after it is completed? Can the project be replicated elsewhere?
Financial Sustainability : How will any project operating expenses be met? (cost recovery, grants from the government, etc.) Most funders like to see organisations develop the capacity to raise their own funds over the long run (through membership development, major donors, programme services fees, benefit events etc.)
Why is it important?
This is a very important section of the proposal because...
Donors want to be sure that their investment will not be lost at the end of the project and that we are already planning the phasing out of the project, including the impact on the beneficiaries of the removal of support. A project is unlikely to be funded if donors perceive that after the project the situation will return to as it was before.
Contents
Glossary
Maps (sometimes better at the beginning of the proposal, sometimes better two maps: now and after)
Statistics/ policy documents
Proof of registration and tax benefits for donors
Financial statement
Composition of Board of Directors
List of major donors to your organisation
Annual report, brochures & publications
Specific studies or evaluation reports Memorandum of agreement with partners
Letters of support
Pictures
Others...
Lunch Break
Please be punctual!
This is the package you put together to send to the donor