#conceptnote

What Entails Grant Proposal Writing

Proposal writing is both an art and a science. Whereas everyone can learn the “science” of proposal writing, the “art” part may seem a bit difficult. Writing a grant proposal is an exercise in logic. A winning grant proposal is one written that follows the rules set by the funder and/or in a manner that makes sense to the reviewers.

What a Winning Grant Proposal Does

The key to success is in creating a proposal that is well thought out, and the argument must flow rationally through the proposal’s various sections, building the impression that funding of the proposed project is reasonable, sensible, and desirable. Therefore, a winning grant proposal:-

• Identifies a problem;

• Explains the project’s intent to resolve the problem and sets measurable markers of success;

• Describes steps that will be taken to reach the objectives;

• Introduces the individuals who will carry out the activities;

• Outlines procedures for measuring the project’s success in meeting its objectives; and

• Estimates the funding needed to complete the project as proposed (Budget).

Component of a Winning Grant Proposal

ABSTRACT (OR EXECUTIVE SUMMARY): Usually at most a one-page (or less) summary of the core concepts presented in the proposal. It appears before the narrative and gives the reader a clear idea of what is coming. An abstract must be clear, concise, and compelling. The abstract identifies the applicant organization and gives a sense of its ability to implement the project.

TABLE OF CONTENTS: The proposal should include a brief (no more than one page) table of contents, following the abstract, which outlines its sections and cites page numbers for each.

INTRODUCTION: The introduction serves to acquaint the reader with the applicant. The introduction should provide background information the reader needs to understand the proposal and lead directly into the need statement, taking the reader from the general to the specific. To be most effective, the introduction should be brief so it doesn’t wear the reader out too early; to the point so it doesn’t lose the reader in miscellaneous, unnecessary facts; and interesting so it captures the reader’s imagination.

NEED STATEMENT: The need statement is the most important part of any proposal. Unfortunately, it is also often the most poorly written section. The need statement has two purposes: to explain how your needs meet the funder’s interests and priorities; and to establish the specific problem the proposed project will address.

OBJECTIVES: Objectives are simply the intent of the project. They indicate what the project will achieve and the time it will need to reach its goals. Objectives should be concise, specific, measurable, and relate directly to the need. As an extension of the need statement that described the current situation, the objectives statement, describes what the situation will be after implementation.

ACTIVITIES: The section outlining project activities (commonly called the methodology section) is simply an explanation of how the project will reach its objectives. The description of activities should focus on the aspects of the project that will resolve or prevent the problems identified in the need statement by obtaining the results promised in the objectives. A project should undertake only activities that will move it toward the objectives. The rule of thumb for activities is, if they are not necessary for reaching the objectives, omit them from the proposal.

PERSONNEL: The personnel section of a proposal should show that the persons who will be assigned or hired to implement project activities have the skills and experience necessary for a successful program.

EVALUATION: Funders want to know that their money will be well spent and who will benefit from the project and to what extent. Evaluation should be important to grantseekers as a means of showing funders that they are capable, reliable, and can be trusted with future grants.

BUDGET: The budget should reflect the costs of the items and activities described in the project narrative portion of the proposal. If an item is not described and justified in the narrative, it should not appear in the budget. The converse also is true: If an item is listed in the narrative, it should show up in the budget. The relationship between the budget and the project description should be so tight that a reader can determine what the project is by simply reading the budget.

APPENDIX: If the RFP allows an appendix, keep it brief and remember that it should support the rationale and logic of the entire proposal. Keep in mind that readers have limited time to review and score proposals and do not have time to read every item that is included in the appendix.

DISSEMINATION PLAN: Occasionally, funders require grantees to develop plans for disseminating project results so the project can be replicated in other locations. Check the budget section of the RFP to see what, if any, dissemination costs are allowable.

SUSTAINABILITY: Often, funders want to know how a grantee will continue a project after grant funding runs out. Funders are not interested in best intentions and dreams for the future; they want a specific, credible plan that shows where funding and resources will come from after they are out of the picture.

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