Writing a concise and engaging project proposal

Getting funding is not rocket science – it is just hard work and persistence.

We have laid out below some sample headings you might consider when writing a project proposal. These headings can be used when thinking about your stakeholders or when approaching strategic partners, sponsors, and potential funders.

Don’t get put off if you don’t have all the information all at once.

Do what you can and remember, when you have more data or information, to fill in the gaps.

Each paragraph you write about your project answers questions or concerns that strategic partners, sponsors, and funders might have.

It’s a useful exercise in any event, so you will see how worthwhile your project is

Headings for a good project proposal

Remember, these are guidelines, not rules.

Executive Summary

– Brief overview of the project
– Key objectives and goals
– Summary of the need and impact

Introduction

– Background and context of the project
– Description of the community and its needs
– Relevance to the community’s interests and values
– Project Description

Detailed description of the project

– Specific activities and initiatives
– Timeline and key milestones
– Objectives and Goals

This is a good place to detail Strategic Relevance

Short-term and long-term goals

– Measurable objectives
– Desired outcomes
– Target Audience

This is a good place to evidence Strategic Relevance

Demographics of the beneficiaries

– Community groups and stakeholders involved
– Needs Assessment (Qualitative and – – Quantitive (Q&Q) research)

Analysis of the current situation

– Evidence of need (statistics (Q&Q), surveys, testimonials)
– Gap analysis (Demonstrate the gap to ensure you are not duplicating)
– Project Implementation Plan

Step-by-step plan for executing the project

– Roles and responsibilities
– Resource allocation
– Partnership and Collaboration

Potential partners and sponsors

– Roles of each partner
– Benefits of collaboration
– Marketing and Outreach

Strategies for promoting the project

– Communication plan
– Community engagement tactics
– Budget and Financial Plan

Detailed budget breakdown

– Funding sources and financial projections
– In-kind contributions
– Sustainability Plan (unless it is a one-off, fixed-term or pilot project)

Long-term sustainability strategy

– Plans for future funding
– Maintenance and operational plan
– Monitoring and Evaluation

Methods for tracking progress

– Key performance indicators
– Reporting and feedback mechanisms
– Risk Management

Potential risks and challenges

– Mitigation strategies
– Contingency plans

Conclusion

This is your last shot at writing a concise and compelling case for your project.

Summary of key points

These need to be attention-grabbing headliners.

Call to action

This section needs to change depending on your audience. What are you looking for? Partnership? Sponsorship? Gifts in kind? Funding?

If you do not ask clearly, you will not get what you want.

Contact information

List your contact information;

– Lead Contact Name
– Role
– Organisation/Project Name
– Postal Address
– Telephone Number
– Email

Appendices

Additional supporting documents:

– Letters of support
– Detailed schedules or charts
– Sources for Q&Q
– Map – if a geographical area of benefit

Credit

If used in whole or in part – please do give credit within your appendices to:

“Acknowledgement and thanks to:

Lloyd Hobbard-Mitchell
Small Change Revolution
smallchangerevolution.com
07970198992”

It looks like you’re all set to start writing your own project proposal now!

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