Key Elements of a Proposal

A proposal must communicate clearly and address all the guidelines requested by the funder. Always use professional letterhead for the cover letter and submit the document in a folder, separating attachments and proposal narrative. It's a good idea to have an experienced and impartial observer review the document, such as a Ferno Grant Assistance specialist. The following is a suggested outline for a typical proposal document.

• Cover – Transmittal Letter – Table of Contents
• Abstract – Executive Summary or Cover Letter
• Validation or Track Record and Organization Profile
• Problem Statement – Solution to the Problem
• Clearly Stated and Measurable Program Objectives (the Project)
• Demonstration of Collaboration with Others
• Statement of Organization's Strengths tied to Funder's Mission or Hot Buttons
• Evaluation Component
• Budget and Budget Narrative
• Financial Statements
• Follow-up

Cover – Transmittal Letter – Table of Contents
Except when so instructed, always include a transmittal letter. Unless otherwise directed, keep this letter to four or five paragraphs, and use it as an opportunity to thank the funding agency and offer any special issues or circumstances regarding the project. The Cover should be customized and may include the funder's name, organization name, project title, date, and reference the funds requested. The table of contents makes it easier for the evaluator to refer to key points of the proposal document.

Abstract – Executive Summary or Cover Letter
Briefly summarizes the grant application or proposal. Describe key elements that make the program extraordinary. Include the amount requested from specific funding agencies and the total cost of the program.

Validation or Track Record and Organization Profile
Include a statement of the organization's mission, history, and summary of programs. This section establishes the organization's credibility, experience, expertise, and capability in providing services.

Problem Statement – Solution to the Problem
Present objective information to verify the need for the proposed program or activity. Census data, school district test results, police reports, survey data, research study, and similar information legitimizes the claim that there is a need. In this section a target population is described. The bottom line is that the organization is proposing a solution to a problem and the organization must show that it is a problem solver.

Clearly Stated and Measurable Program Objectives (the Project)
Now that the need is defined, this section conveys the solution (that is, the program).

Goals and Objectives. Each goal should be paired with a related objective and be based on issues defined in the needs statement. Goals describe the general terms of the intended action and outcomes, while objectives are more specific in describing an activity or strategy that will accomplish the goal. Because objectives are used to accomplish something, they are used to help evaluate the program effectiveness.

Activities or Strategies. Specific statements or strategies employed to achieve the objectives. Each activity must be linked to the needs statement, goals, and objectives.

Demonstration of Collaboration with Others
When dealing with foundations, it is important to show a level of collaboration and cooperation with other organizations.

Statement of Organization's Strengths tied to Funder's Mission or Hot Buttons
It is vital to link the organization's strengths to the mission of the funding agency. In other words, make sure there is a reason to fund the project.

Evaluation Component
This section demonstrates to the funder that the organization is willing to be held accountable for the activities in the proposal. Use tools that are accepted in the arena, such as surveys, test scores, police data, and evaluation instruments developed by academic institutions.

Budget and Budget Narrative
Organization's request for program assistance. Show both income projections and what funding is already in place, as well as anticipated expenses. Double check the numbers and math.

Financial Statements
Financial statements are frequently requested and help to legitimize the organization.

Follow-up
Always follow up on the funding source. Debriefings are always beneficial and set the stage forfuture communications.

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