Proposal Writing Workshop

Proposal Writing Workshop Developed by the: Saskatchewan Literacy Network Updated: January 2007

A funding proposal is an application for dollars to support a program or project. Writing proposals is one of several ways that funds can be raised. When it comes time to write a funding proposal, if you have invested time in program and project planning, you will have most of the information you need. What is a funding proposal?

Identify an idea Develop the idea into a plan Research potential funders Identify funders that are a good fit with the project Contact potential funder Write the proposal The Proposal Writing Process

Preparing to Write a Proposal • Plan your project before you begin to write your proposal • Plan time for writing your proposal • Contact the potential funder early • Read the application guidelines carefully. Ensure your project fits with the funder’s criteria.

Your cover letter should: Include your name and how to reach you Briefly describe the project Say something about why the project is important and why your organization is well suited to do the project. The Cover Letter

Are there specifications for the title page from the funder? Should be on your organizations’ letterhead and look professional and neat Avoid using fancy report covers or expensive binding Include the title, which should be clear, unambiguous, and short Include your group’s name and contact information Include the name of the funding organization and their contact information Include the start and finish dates of the project Project Title Page

Your summary should be a short and clear description of the following: At least one sentence identifying the problem or issue Your project goals and objectives The reasons why the project is important Who the project is intended to serve A brief description of the methods you will use The amount of money you are requesting Proposal Summary

Clearly establishes who is applying for funds Describes your agency’s purpose and goals and your ability to meet these goals Provides a brief historical overview of your agency, if appropriate Describes your programs Describes your clients and community Explains the connection between the funder and the project that you are proposing Introduction

The introduction shows that your project has credibility or feasibility: Is anybody else doing this kind of work? Are there potential connections with other programs? How does your project build on work that has already been done? How is your proposal different than similar projects? Why are you the best organization to do what you are doing? In what ways is your group in a position to do something about the situation, issue or problem you have identified? Introduction

The rationale describes why you are submitting the proposal. The rationale: Clearly states the problem, issue or need you intend to address. Provides supporting documentation to understand the issue or problem. Rationale

Statistical evidence from surveys or reports Statements from your community or an authority References to a literature review on your issue References to other related activities Examples of documentation to support your issue

Census data Statistics from a reliable source (ie. IALSS) Agency reports Consultation and discussion documents Research reports Other public records and documents Service use records of your agency including waiting lists, registrations, and correspondence Information from telephone interviews, field surveys, or questionnaires Information gathered at a community forum on the issue Documented observations and conversations Sources of Information to Support Your Issue

Goalsare broad statements that explain the overall purpose of the project. Think of the question “why are we doing this?” when writing goals. Objectivesfocus primarily on what is expected as a result of the project. They are often introduced with the words “to increase,” “to decrease,” “to reduce,” “to eliminate” and explain what changes are anticipated through the project. Projects typically have one goal out of which several objectives flow. Goals & Objectives

There are several types of program objectives: Objectives that focus on learning individual, organizational or community change Objectives focused on program operations physical facilities, equipment, revenues or training programs Objectives

Limit to 3 – 5 key objectives Are introduced with the words “to increase”, “to enhance”, “to develop”, “to improve” Tell what changes for individuals will be made by the project: changes in behaviour or access to information Describe outcomes of your program Do not describe your methods Are measurable—describe the objective in numerical terms if possible and are linked to evaluation Objectives

Proposed activities are the actions to achieve the objectives and: flow naturally from objectives clearly describe program activities describe sequence of activities are realistic—it is better to break the action into phases or smaller developmental segments Action Plan

Present reasonable number of activities that can be accomplished within the time allocated for program and within resources of the applicant Sometimes activities and timelines are rolled into one section. Be careful when outlining timelines. It may be better to give general time frames (spring, fall). Action Plan

Indicates how we will know the objectives have been met Describes expected results, outcomes or benefits You need at least one outcome/result for each objective Expected Results

For each objective, answers the question: “if we do this successfully, what will it look like at the end of the project?” Describes materials to be produced Outlines any reports to be produced Includes distribution plan, if applicable Expected Results

This is a collection of indicators of how successful the program has been and: Includes a statement about how you plan to collect formal and informal information throughout the project Links project objectives and evaluation design Evaluation Plan

Two types of evaluation: formative evaluation/process evaluation – allows you to gain feedback on the project while it is being conducted; may lead to changes in program design summative evaluation/product evaluation – conducted at the end or after the project to show that the project fulfilled its original objectives Evaluation Plan

Your evaluation plan should: Tell who will be performing evaluation Clearly states criteria for success/outcomes Describe data gathering methods Explain any test instruments or questionnaires to be used Describe the process of data analysis Show how the evaluation will be used for program improvements Describe evaluation reports to be produced Evaluation Plan

Intake forms Registration forms Follow-up forms Personal interviews Evaluation questionnaires Interview guides for interviewers Worker journals External documents and records Documented observations Conversations—quotations and paraphrased conversations Evaluation Instruments Include:

Make sure you attach everything the funders require. They may request: A list of contact information for your agency’s Board of Directors Your most recent: - Annual report - Audited financial statement - Operating budget Letters of support that speak to the need for the project and the applicant’s ability to do the project Supporting Documentation and Appendices

Pamphlets or printed information pertinent to organization or grant request Dissemination plan – how will you share information from your project with other audiences? Time line for your project Evaluation instruments Resumes of key staff members Award(s) earned by the organization Sub-contractor information Definition of terms Additional information such as drawings, figures, tables, slides, charts, statistics, etc. Supporting Documentation and Appendices

Reflects exactly the actions described in your methods statement Clearly outlines costs and amount requested Contains no unexplained amounts for miscellaneous items Is sufficient to perform the activities outlined Has reasonable administrative costs – not more than 15% Includes: all items asked of the funding source all items paid for by other sources all volunteer contributions expressed in dollars/hour all in-kind donations such as volunteer time, free program space, etc. – make sure to attach a dollar figure to in-kind services Budget

Salaries and Benefits Honoraria/Contracts Professional Development related to Project Childcare Travel and Subsistence Publicity/Advertising Rent Purchase of Equipment / Cost of Rental Equipment Supplies Photocopying Resources to Purchase for Project Audit Insurance Printing of Materials Developed in Project Distribution of Materials Developed in Project Other: Postage, Courier, Mail, Telephone, Rent, Utilities, Fax, Internet, etc. Expense Categories

Cash - bank accounts - treasury bills, etc. In-Kind -products or services donated to your organization for the project - ex. volunteer time, donated equipment or materials, photocopying, printing manuals at cost, if the organization itself will cover the rent and utilities costs Earned Income - income that will be generated as a result of sales of products or services associated with the project - ex. ticket sales, tuition and registration fees, space rental, membership sales, subscription sales Contributed Income - lists all contributions committed, pending, and to be requested - ex. state how much you are expecting from: individuals, special events, service clubs, foundations, corporations, government, your board of directors Income Categories

Describes how other funds will be obtained to implement and/or sustain the project Describes growing revenues from other fundraising activities Describes concretely how the program will have minimal reliance on future grant support by generating its own revenue over time Describes the effect on your project if other funds are not obtained Sustainability Planning

Have your proposal read/edited by someone familiar with your agency If you can, get someone outside your sector to read the proposal as well Evaluating Your Proposal

Do’s begin early – look for natural partners in the community get to know your partner (mandate, clients, etc.); building partnerships involves a climate of trust involve clients/users where possible set up partnership agreements to define parameters Don’ts put down the name of a partner on the proposal without contacting it first make assumptions as to what they can do or contribute share your proposal with another agency before you get permission from your partner Partnerships

Be positive Follow application instructions carefully Make sure your numbers add up Support your comments Use simple sentences and short paragraphs Use point form instead of narrative text for lists Number all pages Be brief; 5 – 8 pages for a proposal is fine Include a table of contents for longer proposals Put all footnotes on the same page as the text to which they refer Send only the number of copies requested Do’s of Proposal Writing

Call attention to your past mistakes Use acronyms (such as SLN) and jargon Use personal pronouns (I, me) Use contractions (can’t, won’t) Include more appendices than requested Don’ts of Proposal Writing

“The Components of Proposal Writing” prepared by the National Literacy Secretariat, Human Resources Development Canada Kiritz, Norton (1980), Program Planning and Proposal Writing. Los Angeles, CA: Grantsmanship Centre. [www.tgci.com] Leblanc, Linda (1996) Writing a Proposal: a step by step guide. Edmonton, AB: Literacy Services of Canada, Ltd. Levine, S. Joseph, Ph.D. (December 2001) Guide for Writing a Funding Proposal. Michigan State University. [www.learnerassociates.net/proposal/] Sources

Reading the word… Reading the world.

Proposal Writing Workshop