How to Write a Proposal
Some funding agencies will provide a format or template that applicants should use in preparing their proposals. Other agencies will offer only a general outline of the items to include in a proposal. And others will offer no guidance at all.
All proposals must include certain basic information, and in that sense they are alike. These basics include:
- Why are you doing this project?
- What will you be doing?
- How will you be doing it?
- Who will be doing it?
- Where will it be done?
- How long will it take?
- How much will it cost?
The following generic proposal template is applicable in instances when the sponsor does not require a specific format. Even when a template is provided, it will follow this format very closely
Title Page
If the sponsor requires a standard, official cover page, this section may not be needed. If a title page is necessary, or if the faculty member chooses to use one, it should include: Title of the project; name of the project director/PI; name, address, and telephone number of a contact person at the submitting agency; dates of the project; total dollar amount being requested; and signature of the person authorizing submission.
Table of Contents
If the proposal is ten pages or more, include a table of contents.
Abstract
The most important part of the proposal because it is the reviewer's first impression. Even though it appears first, write it last because it is a summary of the proposal. The abstract is a concise description of the project covering objectives, need, methodology, and dissemination plans. It should identify the expected outcome of the project. An abstract should be between 250 and 300 words and fit on one page.
Need
Well-documented description of the problem to be addressed and why it is important. Use statistics, quotes, etc. from newspapers and other media. This section should describe the significance, timeliness, and importance of the project. Make a compelling case for it. Why should the sponsor give you funding?
Objectives
Indicate the expected outcomes of the project, preferably in measurable terms. For example, you will reduce the dropout rate among minority freshman high school students by 20% in 5 years. This shows what you will do, for whom, by how much, and by when. When the project is completed, you will be able to evaluate it and determine whether the project succeeded or not in achieving its objectives. Identify short–term and long-term objectives.
Methods
The second most important part of the proposal. Usually the longest part and worth the most points. It is a plan of action for how the objectives will be achieved. In non-research projects, this section usually starts with a description of the overall approach, its relevance, effectiveness, and innovativeness. Then it gives details on methodology, the population being addressed, and how anticipated problems will be managed. In research projects, the design, population sample, instrumentation, statistics, and data analysis must be described. Also, if human or animal subjects will be used, plans for their use and care must be detailed, as well as reasons for why they are needed.
Evaluation
Describes the means by which the grantee and funding agency will know if the project has accomplished its objectives. It may also describe plans for collecting additional information to improve the project. What is the purpose of the evaluation, what data will be collected, how will it be analyzed, and how will the results be reported?
Plans for disseminating products and findings to the sponsor and to the community at large can also be described in this section. Will there be articles or papers? A book or monograph?
This section may or may not be included in research proposals. If it is, this information can be discussed in the Methodology section.
Qualifications
This section outlines the ability of the grantee to successfully complete the project. Show prior related experience, describe facilities, labs, and equipment available. Importantly, list key personnel who will work on the project and include their resumes. Also mention any consultants who will work on the project, and give evidence (a letter, email) that they have agreed to participate
Timetable
Describe how long (days, months) specific tasks or components of the project will take. If possible, include a milestone chart in this section.
Budget
Show the annual and overall cost of the project. A detailed budget should be divided into categories such as salaries, fringe benefits, travel, supplies, equipment, etc. Indirect costs should also be shown. If matching funds are to be provided by the grantee, identify the amount and budget category. Proposals being sent to public agencies usually require specific budget forms.
Many sponsors limit the length of proposals. Some are limited to five pages; others to 15 or 25. Some RFPs expect proposals of up to 100 pages or more. Some even prescribe a font size and margins to use. Faculty should follow the instructions, make the proposal neat and readable, and complete it at least a day or two before the deadline.
Adapted in part from: Mary Hall, Getting Funded: A Complete Guide to Proposal Writing (Portland, OR: Continuing Education Publications, 1988)