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What is a Project Proposal?

By Alta Alonzi

The word ‘proposal’ literally means “an act of putting forward or stating something for consideration”. This relates to business proposals, marriage proposals, legal proposals, and research proposals in addition to project proposals.

In the non-profit world, a proposal is a document with which an NGO puts forward a specific project to a donor for funding consideration. Thus, a proposal is a tool for NGOs to gain funding, and for donors to decide who to fund. In other words, a project proposal explains the plan and purpose for the set of activities an NGO wishes to implement, and requests funding from a donor.

While the basic parts of a proposal are fairly standardized, every proposal is unique. Each NGO, project, and donor is different, so good project proposals take all of these factors into account. Additionally, each donor may have their own application requirements to include.

While a good proposal is often essential to securing a grant, it is only one piece of the larger application process. Even before putting pen to paper, creating a good project to write about requires a lot of background research and planning.

So why do NGOs have to spend so much time and effort away from their projects to write proposals?

Why write a proposal?

A project proposal does more than just secure grants. The process of drafting a proposal helps NGOs plan a project from the idea stage to reality. It provides a way to flesh out, explain, test, prove, critique, and share the project details. Additionally, donors pay great attention to the contents of the proposal. Donors cannot read your mind, and very few are able to visit the project site of every applicant. So, donors have to make do with the information they receive in the proposal and learn to read between the lines.

Beyond project details, donors read proposals to answer questions such as:

  • Does the NGO have the capacity to implement the project?
    If an NGO does not have the capacity to write a good proposal, it may not have the capacity to run a good project.
  • Can the NGO be trusted?
    NGOs who trust donors with honest and transparent explanations of project costs, risks, and weaknesses are more likely to be trusted in return.
  • Are all partners and officers on the same page?
    Inconsistencies in the proposal may indicate that there is a lack of coordination within the NGO.
  • Will the NGO be a good communicator?
    Communication is vital to relationships. Donors see spelling, grammar, tone of voice, and clarity in proposals as a reflection of future communications.
  • Will the NGO make a good partner?
    Donors look to see if you have researched them, to understand their needs, and to pay attention to application instructions.
  • Will the NGO still be around in five or ten years?
    The NGO’s history, current resources, and long-term vision help donors determine if the NGO will be a long-term player in the development field.

A project proposal can say many things, not all of which are intentional.

Additional proposal resources

Writing a winning proposal – What´s the trick???

A great proposal is a key to successful fundraising. But what makes a proposal great? And what are the donors looking for?

In this video, our expert Eva Wieners shares her knowledge with you and gives you an inside view into the working of donors.

In this online course, you will learn:

  • What is a project proposal
  • What are the most important parts of a project proposal
  • Who should work on the project proposal
  • What do you have to look out for before submitting a proposal
  • How can you streamline your proposal to make sure there is a red threat
  • How to deal with rejection
  • What to do when your proposal is successful

About the author

Alta Alonzi

Alta Alonzi is a writer and researcher focusing on international development funding and grassroots NGOs. She works with the fundraising consulting company Philantropia conducting research for clients ranging from small NGOs to UN organizations. She also works closely with FundsforNGOs running training webinars, contributing resource guides, and updating the Premium donor database.

43 thoughts on “What is a Project Proposal?”

    1. Dear Advinay:
      Thank you for your comment. I hope you can find the resources on this page that you need to write successful proposals for your NGO. All the best!

      Reply

    1. Dear Thembo Joel:
      Thank you for your comment. I hope you can find the resources on this page that you need to write successful proposals for your NGO. All the best!

      Reply

  4. fantastic issues altogether, you just gained a new reader.
    What would you suggest about your submit that you just made
    some days in the past? Any certain?

    Reply

    1. Hello Albert,

      I am not clear what exactly you mean with cooperative societies. If you mean cooperative as organizations, there are some donors who fund them as well. It always depends on the kind of grant. Read the guidelines carefully, normally they tell you which kinds of organizations a donor is willing to fund.

      Reply

      1. My Project Director told me to study about the project proposal for our organization.I joined this job last five days.I have never seen these proposal and I am just an intern.Our organization works for Citizenship.Can you help me for that proposal.I need the proposal for the next coming projects.You can also keep in touch me my mail- gtcrapperlay@gmail.com directly.Thank you.

        Reply

          1. Am running as an individual and doing boreholes in our rural comunity but i sometimes get challenges in raising funds. i sue my salary and earnings from my hardware shops. how can i apply for funds as an individual

  10. Dear Alta,
    Can you share with me the sample of a good project proposal to guide me in proposal writing?

    Regards,

    Reply

  11. Am running as an individual and doing boreholes in our rural comunity but i sometimes get challenges in raising funds. i sue my salary and earnings from my hardware shops. how can i apply for funds as an individual

    Reply

    1. Dear Ranganai. Most of the foundations call proposals for NGOs but there are few which are open for individuals too. You recommend you to check this website for more options.

      Reply

  15. Muktijuddhar Sontan Foundation of Bangladesh ( Which English Name is Freedom Fighter Sons Foundation of Bangladesh) is an independent grant-making organization governed by a voluntary board of trustees. The Foundation was formed as a trust under Bangladesh law in Under Voluntary Activities Act. 21 of 1860 and registered with the Register of Join Stock Company’s and Firms of the Government of Bangladesh in November 2016. It has been running a number of programs that work towards freeing people from poverty, ignorance and oppression. Muktijuddhar Sontan Foundation of Bangladesh aims to alleviate poverty, sickness, distress and suffering of the Bangladeshi rural students specially Family members of the freedom fighters and their orphan descendants, Poor, Meritorious victim students of river corrosion who are in need, irrespective of their, race, ethnic origin and religious beliefs.

    The Foundation does not support any initiative or organization whose work is contrary to the
    principles of equality and respect for all religious, cultural and ethnic groups. It does not support
    any form of religious, ethnic, sectarian, racial discrimination or extremism, nor partisan political
    agendas.

    Reply

  16. Importance of the proposed project:
    Almost one fourth of the total population of the country live in the coastal areas of Bangladesh,
    where majority of the population are somehow affected (directly or indirectly) by coastal floods
    tidal surges, river-bank erosion, salinity, tropical cyclones etc. Most of the students in these area
    have to carry their books in hand since they do not have school bag. Thus, their books torn apart
    and get scraped by the rain and dust. Hence, it is impossible for them to buy school bags due to
    the scarcity of the wealth.
    In addition to ensure cent percent literate rate, this type of project will prevent probable drop-out
    rate among the poor needy people as well as Family members of freedom fighters and their
    orphan descendants, Poor, Meritorious victim students of River corrosion.

    Reply

  17. Conclusion & Recommendation:
    The functions of the Muktijuddhar Sontan Foundation of Bangladesh ( Which English Name is Freedom Fighter Sons Foundation of Bangladesh) shall be to provide for the welfare of the
    beneficiaries and to provide assistance for the family members of freedom fighters and their
    orphan descendants, poor, meritorious victim students of river corrosion. We strongly believe
    that this kind of project will bring good fame for the Sustainable Development to the Educational site as well as for Bangladesh.
    Thus, we strongly believe that the donor/donors for funding will approve the project and obliged thereby. We are Looking Forward Here For any Donor /Donners.

    Welcome To All Donor/Donors For Sustainable Educational Development as well as for Bangladesh From Muktijuddhar Sontan Foundation of Bangladesh ( MSF ) or Which English Name is Freedom Fighter Sons Foundation of Bangladesh ( FFSF)

    Thanks With

    Enayet Abbas

    +8801713168005
    Email; starryskybd@gmail.com
    http://www.facebook.com/bdmsfoundation

    Reply
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  22. Dear Mam your method and way of proposal is most simple and helpful for for those who study so I am appreciative you
    Please send me your contact information
    Thanks
    Regards
    Farid ullah chairman Guldasta Welfare Organization Peshawar Pakistan

    Reply

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