Top 10 Tips to Write a Great Project Proposal

A great project proposal is the first step to get funding for your ideas. The proposal is the document that you prepare for the donor to convince them that you are the perfect fit for them. A proposal has many different parts and it can be confusing at times, as definitions are very specific and applicants need to be familiar with the vocabulary. In today’s crowded fundraising world, it is important to have a proposal that shines and distinguishes itself from the many others – that need to be special and specifically well crafted.

But what makes a great project proposal?

In this article, we combined our 10 best tips for a great proposal. If you follow these steps and are persistent in your effort to get better, we are sure success will come eventually!

Have great content

There are many things that can help your proposal, but still, the most important part is to have great content. If your proposal is perfect in every formal aspect, but your project does not make sense and your content is not coherent – you will always fail. It is very important to pay enough attention to all the technicalities, but your first focus should be on developing a great project that convinces the donor to fund it – by being amazing.

Think about how you can develop a great project, taking into account the real needs of the beneficiaries you want to work with.

How does your project fit into broader strategies?

Does it align with the SDGs or your countries policies?

Which gap are you trying to close?

Be clear about all these questions and develop a great project that stands for itself. If you have this, you can move to the next 9 tips to make your proposal outstanding in all regards.

Read and follow the guidelines

Although reading the guidelines sounds like a no brainer, it is one of the most important tips we can give you. When we talk to donors and grant evaluators and ask for the reason why most proposals fail, they always say: Because they do not follow the guidelines. Especially with very competitive calls for proposals, your document will be disqualified immediately if you do not 100% follow the guidelines.

Also read:Guidelines for a Project Proposal – Why are they so important?

Make sure you read and understood the entire guidelines and follow them perfectly. Even with small things like font, font size and formatting you should do exactly what the donor wants you to do. Only submit your proposal if you can fulfill all requirements, everything else only wastes the donor’s time – and yours as well.

Work on the proposal as a team

Proposal writing is teamwork! While one person should have the overview and be responsible for writing the proposal, you should still use all the resources that are available to you. People in different positions in your organization have different knowledge and can contribute to different things. The project officer knows most about the nitty-gritty of the actual project, the accountant can help you with the budget and the marketer can contribute case studies.

Even if your team is not huge, you should work on your proposal together. It is very easy to develop a blind spot if you work on such an important task alone. Other people might have other insights and idea that will enrich your proposal

Make sure you use the right terminology

When you want to write a good proposal, make sure that you use the right terminology. Many applicants are not clear on their vision, mission, goals, and objectives and mix them up. The same goes for expected outcomes, output, and impact. Make sure that you clearly understand all these terms and use them in the right sense. If you are not sure, do your research before you start writing.

Use data and case studies to make your point

A proposal is a document with which you try to convince a donor that your project is good enough to be supported by them with money. Your case will always be stronger if you base your assumptions on data and facts. Do your homework before you start and find out which case studies or scientific paper can support your argumentation. Use them to support your point. Maybe you can also use your own data from previous projects or from your baseline study to make your case stronger.

Pay good attention to your project budget

We cannot stress enough how important the budget in a project proposal is. Many NGOs do not like this task and do not pay enough attention to it, but it is very important. You can think of the budget as a description of your project in numbers.

Make sure you chose the right format for your budget and stick with it. Develop your budget with the proposal to make sure you do not forget anything. Have someone check the math and coherence before you finalize your budget. Make sure you use the right currency. If you feel like you need to give more information, add a budget narrative. And again, doublecheck the numbers!

Use visuals, pictures, and graphics

While it is important to have great content, pictures and graphics can support your point furthermore. Sometimes a picture can tell more than 1000 words. Make sure that your visuals support the point of your proposal and strengthen your argumentation. Do not overdo it – too many pictures or graphics can quickly be overwhelming.

Some donors do not want pictures or graphics in a proposal – specifically in the first application stages. Make sure that your potential donor is ok with using visuals before you use them.

Use storytelling in your proposal

Storytelling is becoming an important tool in proposal writing as well. When you tell a story, the reader can more easily relate to your text. Stories can be very personal and touching, while still making a bigger point. If you use case stories and storytelling in your proposal, your text will stand out amongst other proposals that only rely on facts. Once a donor is personally involved with the story, your chances of success will be better.

When you use stories, make sure though that they fit in with your broader ideas. It is very good to use case stories to demonstrate a specific problem or a situation in a community, but they need to be embedded into the project to make sense.

Have someone proofread your application

Before you submit an application, you should always have someone else proofread it. Even if you feel comfortable with your language skills, you should give your proposal to someone else. When you work hard on a document for a while, sometimes even very obvious typos can slip by you – and you don’t want to be the organization that submitted a proposal with a typo in the title.

It also makes sense to have someone proofread your proposal who is not familiar with the project. This way you will find out if it is understandable for an outsider – and the people you submit to are outsiders. Pay specific attention to the budget and make sure your math is right. Also, give a copy of the guidelines to your proofreaders – this way they can check if everything is included.

Watch out for the format

Formatting sounds like a mere technicality, but it is actually very important. Even before anybody will read your proposal, they will see it. If the format is off, if the font sizes do not match or you use different fonts, that will be the first thing your potential donor will notice about your application. In highly competitive opportunities, this could already be a reason for dismissal. Make sure your proposal does not only make sense but also looks good. This is also something your proofreader should have an eye on.

Use good time management

BONUS TIP# Time management skills are very important when writing a proposal. You will need a lot of information from different departments of your organization and have to make sure you have everything in time. Do not let things wait until the last minute – this only leads to stress and tension that can lead to mistakes. If you need to submit official documents or references, allow enough time to get these.

Do not apply right at the deadline, but always try to do so a couple of days earlier. If you notice in the last minute that you are missing something, you still have time to fix it. If you have to submit online, chances are that exactly at the time of the deadline your internet will not be working or the server of the donor will be overwhelmed. Do not take this risk but send all your documents with a couple of days of buffer time.

Do you want to learn more about proposal writing?

This online course consists of:

  • A video with tips and tricks from our instructor Eva Wieners, where she shares her experiences from more than a decade in the fundraising field
  • Lectures that will give you crucial information
  • A quiz that will make sure you understood everything you need to know
  • A cheat sheet with all the important information for when you are in a hurry
  • A small workbook that will help you to implement the learned lessons in your organization

Don´t hesitate and learn how to develop a winning proposal today. With a strategic approach, you will see your fundraising taking a turn to the positive in no time!


About the author

Eva Wieners

Eva is based in Germany and has worked for nearly a decade with NGOs on the grassroots level in Nepal in the field of capacity development and promotion of sustainable agricultural practices. Before that, she worked in South America and Europe with different organizations. She holds a Ph.D. in geography and her field of research was sustainability and inclusion in development projects.

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John Kyamanywa
5 years ago

Than you very much for this great write up and tips on youth projects, I am extremely delighted by your work. Do you give free support services to people like proof reading a draft proposal and making comments on it?

Bendangwati
Bendangwati
4 years ago
Reply to  Eva Wieners

I doing am NGO for the poor children of society in education field by building their future but we have no any financial support or fund,so sometimes it’s very hard for our ministry to pay ur house bill or staff so how can I able to get the fund and help the society .

Proposals forNGOs
Proposals forNGOs
4 years ago
Reply to  Bendangwati

Dear Bendangwati:
Unfortunately, we do not offer referral services, but I recommend you check the following links on donor research. Bbuilding long-lasting relationships with donors are also important: check this article for more information.
Good luck!

ANOSIKE ROMANUS.
ANOSIKE ROMANUS.
5 years ago

good day, am D Anosike Romanus from Nigeria a lecturer and human right advocate am interested in your grants and support.

ANOSIKE ROMANUS.
ANOSIKE ROMANUS.
5 years ago
Reply to  Eva Wieners

thank you for your attention.

Chisanga Mwamba
Chisanga Mwamba
5 years ago
Reply to  Eva Wieners

I would like to have also a sample of a project proposal for use through learning lam a social worker by profession! Chisanga Mwamba from Zambia!

mixalis
5 years ago

..brilliant advice, Eva, superb effort by FundsForNGOs – this organisation has done exceptional work in bringing to our attention not only funding opportunities, but also initiatives such as the UN’s SDG-2030 strat – the way FundsForNGOs disseminate the information is lightning-fast and informative – also, their support database, Vids, Webinars, Docs, etc, is absolutely superb.. well done indeed, team FundsForNGOs, keep up the great work …have a splendid weekend y’all ….. Mixalis…

saif
saif
5 years ago

I start welfare organization how can i get grant

Akich Kwach
Akich Kwach
5 years ago

Hi Eva, Thanks for this great article, it is very important for me among others who are coming from a different background, but have a vision and passion to address some of the challenges facing the rural communities in Africa. I also appreciate your background and field experience in capacity development and sustainable agricultural practices as it more related to our project activities. I founded a CBO working with smallholder farmers to address food security and climate change threats at a community level in Kenya. I am moving on to read your next article on “parts of a the proposal”… Read more »

Suncollins (Enugu Nigeria)
Suncollins (Enugu Nigeria)
5 years ago

Your guide line has helped me a lot in area of grant funding for my idea . you deserved the best of the good things that come to you

Beauty Beatrice Ngcobo
Beauty Beatrice Ngcobo
5 years ago

Are there grants offered to individuals interested in Community development projects in Africa?

Proposals forNGOs
Proposals forNGOs
5 years ago

Dear You can explore some great articles on fundraising by following these links: https://proposalsforngos.com/category/proposal-writing-tips/

Roland Ndifon
Roland Ndifon
5 years ago

Greetings from Cameron and thank you so very much for sharing this rich and insightful writeup . I find it very inspiring. I will like to ask if you organize training workshops in Project Proposal Writing for development practitioners

This is my area of interest

Proposals forNGOs
Proposals forNGOs
5 years ago
Reply to  Roland Ndifon

Dear Roland: We are planning to publish a full webinar next month. Please subscribe for updates!

Ssekisaka Swaibu
Ssekisaka Swaibu
5 years ago

We are having an NGO and we are just starting .
How can we be helped to get donors

Proposals forNGOs
Proposals forNGOs
5 years ago

Dear Swaibu: The first thing to do after registering an NGO is to promote it. Get out there and let people know that you exist and what you plan to do. Use social media, friends and family, don’t jump into submitting proposal to big foundation yet. You should work to identify online groups, websites, and associations where you can exchange ideas with similar NGOs and professionals and develop your network. Continue to network in person in your local and regional communities.

CISSE
CISSE
5 years ago

Hi, i am CISSE from Mali and i am working on rare diseases. Thank you for this helpful article.

Proposals forNGOs
Proposals forNGOs
5 years ago
Reply to  CISSE

Dear Cisse: Glad the article was of help and best wishes for your project.

Foundation for Peace Building and Democracy FOPAD
Foundation for Peace Building and Democracy FOPAD
5 years ago

This tip is a masterpiece for developing a good proposal. Thanks a lot for the update.

Proposals forNGOs
Proposals forNGOs
5 years ago

Dear FOPAD: Thank you for your kind words.

Rachel Nyinakiiza
Rachel Nyinakiiza
5 years ago

Thank you very much for this write up…

Proposals forNGOs
Proposals forNGOs
5 years ago

Glad that it was of help!

Michael
Michael
5 years ago

this has been very important guide to me! it aslo build mutual trust amog member staff when writing proposals for funding!
GREAT WORK WELL DONE!

D. Nyandeh Sieh, Sr.
D. Nyandeh Sieh, Sr.
5 years ago

Very informative piece of information.

Kadjosi Mzaliwa
4 years ago

Yes it’s Bette and very important to know how to write a proposal. how match required for the online course? Cause better we learn

faithon joe
4 years ago

thank you very much these tips are great because it helps.

Proposals forNGOs
Proposals forNGOs
4 years ago
Reply to  faithon joe

Hello Faithon: I am glad you found this article helpful!

Ibraahim A.Abdilaahi
Ibraahim A.Abdilaahi
3 years ago

Thanks for your valuable input in the proposal writing and I really happy to this information but I would like to know if there is in-class sessions or not

Thanks

Proposals forNGOs
Admin
3 years ago

We do have a range of online courses on topics related to fundraising and proposal writing.
We also do free webinars bi-monthly on topics ranging from proposal writing to fundraising.
Please follow us here for more information:https://www.facebook.com/philantropiainc
Stay tuned!

daniel kon
daniel kon
2 years ago

Very good to learn a winning proposal writing

Proposals forNGOs
Admin
2 years ago
Reply to  daniel kon

I’m glad you found this article helpful!
We would love it if you shared this review on our office Facebook page: https://www.facebook.com/proposalsforngos. Seeing positive reviews from existing readers makes others more comfortable knowing they’ll get the support they need on topics related to fundraising and proposal writing. Thank you!

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