Common Terms in Proposal Writing

Proposal writing, like all other writing, has its own special jargon. Note that all these definitions are specific to NGOs in writing proposals. Many of these words will have alternative meanings outside of this space which is not included here.

Activity: an action undertaken by the project or the organization to achieve the set objectives; also referred to as input.

Assumption: a predicted external factor, which if fails to occur may negatively impact the project.

Baseline Study: a collection of data about the situation before the project starts; a detailed description of the status quo.

Beneficiary: the direct participants or recipients of funding or program support; a group or individual directly impacted and benefited by the project.

Budget: a document that specifies how the money will be allocated to implement the activities described in the proposal; a description of the project in numbers.

Capacity Building: the skills and ability of an NGO to run programs successfully and continue its success in the long-term.

Case Study: a scientific research paper or detailed true story which analyses a problem faced by an individual or a group that is representative of a wider issue.

Concept Note: the shortest expression of a project idea given on paper to a donor; a document generally used in the first instance when pitching a project to a donor.

Co-Payments: the contribution from your NGO or beneficiary side to the project budget.

Cross-Cutting Theme: a related issue or theme that is integrated into the project goals and objectives.

Donor: an individual or organization that provides funding. In this Guide, the term “donor” will refer to institutional donor agencies that review grant proposals.

Due Diligence Analysis: before a donor invests in an NGO in the form of a grant, they want to know if the NGO is a healthy organization with stable finances and a reliable work history. The aim of the due diligence process is mainly to find out if your NGO is a good and reliable partner.

Gantt Chart: a chart that summarizes the schedule or timeline of project activities proposed. Similar to a work plan, timetable, or schedule.

Impact: long-term result of a project; the long-lasting effect of activities undertaken by a project.

Indicator: the measure of the result; the measures which will prove the success of a project.

Innovation: using new or novel ideas and approaches to solve existing problems

Letter of Inquiry: a short letter sent to a prospective donor to determine donor’s interest in evaluating a full grant proposal.

Local Knowledge: the knowledge of people that live in a certain place has developed over time.

Logical Framework: AKA log frame; a management tool for effective planning and implementation of developmental projects; framework with clear, concise and systematic information about a project.

Media Outreach Plan: a document that explains how you plan to reach out to media outlets.

Milestone: a set point along a project’s timeline in which a specific and predefined activity will take place or should have taken place; a check for if a project is on track.

Monitoring and Evaluation (M&E): an approach developed to measure and assess the success and performance of projects, programs or entire organizations.

NGO: abbreviation for non-governmental organizations; a not-for-profit organization that is independent of states and international governmental organizations and works for the benefit of society. May also be called non-profit, non-profit organization (NPO), civil society, or charity.

Objective: specific target the project works to achieve within the stipulated time.

Organizational Budget: a budget that shows the costs that are not directly related to the implementation of a project, i.e. rent, insurance, salaries etc.

Organizational Profile: a.k.a. organizational background, organizational history, NGO profile; a detailed description of the implementing organization.

Outcome: medium-term result of project activities; result achieved after a period of time – not immediately – after the completion of a project.

Output: short-term result of project activities; immediate result achieved at the completion of the project or project activity.

Participatory Learning and Action (PLA): a participatory method from the field of action research. It basically is a combination of different approaches and methods to learn about and engage with communities.

Participatory Methods: approaches that include more voices into planning, implementation, and evaluation of development work.

Program: portfolio comprised of multiple projects that are managed and coordinated as one unit with the objective of achieving (often intangible) outcomes and benefits for the organization.

Project: temporary entity established to deliver specific (often tangible) outputs in line with predefined time, cost and quality constraints.

Project Budget: a document which specifies how the money will be allocated to implement the activities described in the proposal.

Project Design: is the first phase of the project cycle. It identifies key elements by outlining the answers to the 4 Ws of the project: What-Where-When-Who.

Project Goal: very general, high-level and long-term vision for the project.

Project Rationale: an argument in favor of implementing the proposed project; a detailed explanation of why the project is required.

Proposal: a document which is used to request funding to implement a project.

Rapid Rural Appraisal (RRA): a systematic, but semi-structured approach to learn new facts about rural life to use for project planning and development.

Risk: an unplanned external factor which may occur and could negatively impact the project

Scalability: a project idea can be adapted to a bigger scale than just the local context. It also means ideas and concepts that you propose can be used in a different context again.

Scope of Work: an agreement on the work that should be done-specifics about what needs to be done by when, and by whom

Stakeholder: someone who has a stake in the endeavor you are proposing. This does not only mean your beneficiaries but everybody that would be affected or touched by your project.  

Strategy: the broad concept under which activities are placed.

Sustainability: the ability of an NGO to continue a mission or a program indefinitely.

SWOT: Strengths and Weaknesses, Opportunities and Threats; a tool used for discussing the pros and cons of the organization that could impact the project.

Timeline: chronological order of events that you plan to do in your project.

Theory of Change:  is very similar to your mission statement and expresses what you aim to achieve with your work and which impact you expect to have.

Workplan: a description of the sequence of the project activities in time. It is much more detailed than a mere timeline though.