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!