Basic Guidelines for Writing a Proposal

Provided compliments of BaiDos Project Management & HR Assistance

Mary Ann Hvizdos, Ph.D., Co-Principal

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Section 1 – Executive Summary(Slides 2 -6)

Tips for Writing Executive Summary Limit to 1 page Write after you’ve

drafted other sections Write “tightly” – edit

& edit again Critical section of

proposal – may be only page a program officer reads

Essential Information in Executive Summary Statement of

problem Solution to problem Funding

requirements (the ask)

Organizational capacity

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State the Problem

•Identify & define problem or need that your nonprofit is prepared to meet.

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Describe Solution to Problem

•Summarize how your proposed program will solve identified problem or need. Include the following information:▫Number of individuals (guests, students,

patients, etc.) to benefit▫Program duration▫Staffing needs

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State Funding Requirements

•Total funds needed for program

•Amount requested from foundation

•Sustainability ▫What is the plan to keep the program* operable

or to continue providing services* after foundation funding has ended?

*The word “program” through remainder of PP also can refer to services your nonprofit offers or proposes to offer.

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Explain Organizational Capacity

•Sing praises of your nonprofit organization .

•Be sure to highlight▫History & Mission▫Programs & Services currently offered▫Expertise. Why is your organization best

suited to offer proposed programs or services?

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Section 2 - Statement of Need(Slides 7-10)

Tips for Writing Statement of Need Prove need for

proposed program/service

Pull at funder’s heartstrings

Write tightly Limit to 2 pages

Essential Information in Statement of Need Facts or statistics Hope Uniqueness

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Facts or Statistics

•Conduct your research•Provide updated, recent data that

supports need for proposed program/service▫Should you present national, regional or local

data? ▫Ask yourself: “What type of data best supports

your Statement of Need?”

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Hope

•Present hopeful not grim picture▫Provide real-life examples or anecdotes▫But do not overwhelm the reader with

bleakness (no need to provide them with tissues)!

▫Be realistic

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Unique

•What makes your proposed program/service unique?▫Demonstrate that your proposed program

addresses identified need differently, uniquely or even better than similar programs

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Section 3 – Program Description & Implementation Process

(Slides 11- 16)

•Tips for Writing Program Description▫Section 3 is “meat &

potatoes” of proposal▫Provide reader mental

image of proposed program/service

▫Graphics (tables & charts) acceptable

▫Limit to 3 pages

•Essential Information in Program Description

1. Objectives2. Program description3. Staffing4. Evaluation5. Sustainability

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Objectives

•Define program/service objectives▫Objectives must be measurable▫Objectives must be time bound

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Program Description

•Detailed description of program (service) from launch to conclusion▫Provide implementation timeline in graphic

format▫A graphic is helpful to the reader

13

Staffing

•How many current staff or volunteers are available to staff your proposed program/service?

•How many new hires will be needed for staffing?

•Staff qualifications & responsibilities•Administrative structure & support

(organizational chart helpful)

14

Evaluation

•Outcomes measurement – Explain how you will measure or assess the outcomes of your proposed program/service. Consider these four categories:▫Improved life conditions▫Changed behaviors▫New skills▫New knowledge

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Sustainability

•Financial provisions post-foundation funding▫Underscores importance of a nonprofit having

a written fundraising plan

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Section 4 - Budget (Slides 17-20)

• Tips for Constructing Budget▫Make realistic

projections▫Check math▫Use graphics when

possible

•Essential Parts to Program Budget▫Expense budget▫Revenue statement▫Budget narrative or

justification

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Expense Budget

•Calculate salary expenses that relate directly to program/services operations▫Calculate cost of benefits organization offers

staff•Calculate non-salary expenses related

directly to program•Determine if any organizational costs can

be allocated to program budget•Include overhead expenses (rent, utilities,

insurance, etc.)

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Revenue Statement

•Explain how program revenues will be generated

•Estimate these revenues

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Budget Narrative or Justification

•Typically presented as footnotes to Table or Graph

•Explain in this narrative budget requests that could be considered unusual

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Section 5 - Organizational Capacity (Slide 21)

• Tips for Writing about Organizational Capacity▫ Establish your

nonprofit’s credibility▫ Explain nonprofit’s

ability to implement program

▫ Limit to 1 page

• Essential Information about Organizational Capacity ▫ History & Mission▫ Explain mission’s

correlation with proposed program

▫ Provide Current program/services

overview Customer profile Board & staff profile

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Section 6 – Conclusion (Slide 22)

•Tips for Writing Conclusion▫Limit to 2 paragraphs▫Write “tightly” – edit

& edit again

•Essential Information in Conclusion▫Make final appeal▫Reiterate proposed

program/service & its need

▫Reiterate “the ask,” stating dollar amount & why funds needed

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Typical Required Attachments

•Copy of IRS 501 (c) 3 letter•Current Board of Directors &

professional affiliations•Operating budget & revenue sources•Most recent audited financial statement•Key staff resumes•Organizational chart

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For Further AssistanceContact

BaiDos Project Management & HR Assistance through our Website

Or message Mary Ann atmahvizdos@baidos.net

Or call Mary Ann at 412-807-1611

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