1. Basic Guidelines for Writing a Proposal
Provided compliments of BaiDos Project Management & HR Assistance
Mary Ann Hvizdos, Ph.D., Co-Principal

2. Section 1 – Executive Summary (Slides 2 -6)
Writing Tips 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

3. State the Problem
Identify & define problem or need that your nonprofit is prepared to meet.

4. 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

5. 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.

6. 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?

7. Section 2 - Statement of Need (Slides 7-10)
Writing Tips
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

8. 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?”

9. 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

10. Unique What makes your proposed program/service unique?
Demonstrate that your proposed program addresses identified need differently, uniquely or even better than similar programs

11. Essential Information in Program Description
Section 3 – Program Description & Implementation Process (Slides )
Writing Tips
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
Objectives
Program description
Staffing
Evaluation
Sustainability

12. Objectives Define program/service objectives
Objectives must be measurable
Objectives must be time bound

13. Program Description
Detailed description of program (service) from launch to conclusion
Provide implementation timeline in graphic format
A graphic is helpful to the reader

14. 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)

15. 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

16. Sustainability Financial provisions post-foundation funding
Underscores importance of a nonprofit having a written fundraising plan

17. Section 4 - Budget (Slides 17-20)
Constructing a Budget
Make realistic projections
Check math
Use graphics when possible
Essential Parts to Program Budget
Expense budget
Revenue statement
Budget narrative or justification

18. 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.)

19. Revenue Statement Explain how program revenues will be generated
Estimate these revenues

20. Budget Narrative or Justification
Typically presented as footnotes to Table or Graph
Explain in this narrative budget requests that could be considered unusual

21. 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

22. 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

23. 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

24. For Further Assistance Contact BaiDos Project Management & HR Assistance 1) Through our Website 2) Message Mary Ann at 3) all Mary Ann at