proposal workshop manual
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8/8/2019 Proposal Workshop Manual
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Funding
Proposals
Funding
Proposals
Participant Manual & Workbook
Developed by the Swan Valley Enterprise Centre P.O. Box 370 Swan River, MB R0L 1Z0
Phone: (204) 734-3471 [email protected]
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This workbook was written and developed by the Economic Development Manager with the Swan Valley Enterprise Centre Inc.120–6th Avenue North ~ P.O. Box 370 ~ Swan River, Manitoba ~ Canada ~ R0L 1Z0
All materials contained therein are the property of the Swan Valley Enterprise Centre and may not be reproduced without the express written consent of the Swan Valley Enterprise Centre
For reproduction permission or for information on the delivery of this program, please contact the Swan Valley Enterprise Centre at (204) 734-3417 or [email protected]
Copyright 2005
Planning is bringing the future
into the present so that you can do something about it now.
~Alan Lakein
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Table of Contents
Introduction to Proposal Writing ............................................. 1 What is a Proposal .................................................................... 1
Proposal Components ............................................................... 1
The Writing Process .................................................................. 3
Sentence Length ....................................................................... 3
Energize Sentences ................................................................... 3
Maintain Consistency ................................................................ 3
Clarity & Conciseness ................................................................ 4
Avoid Deadwood ....................................................................... 5
Avoid Jargon ............................................................................ 5
Do not Hedge or Waffle ............................................................ 6
Abstract Words or Expressions .................................................. 6
Use Appropriate Tone ............................................................... 6
Sentence and Paragraph Structure ............................................. 7
Proposal Preparation ................................................................ 8
Analyze the Reader ................................................................... 8
Gather Project Detail ................................................................ 11
Pre-Evaluation ......................................................................... 12
Organizing the Information ...................................................... 13
Writing the Proposal ............................................................... 14
Writing as a Team ....................................................................14
Cover Letter ............................................................................ 15Title Page ................................................................................ 16
Needs Assessment ................................................................... 17
Introduction ............................................................................ 19
Goals & Objectives ................................................................... 21
Methodology ........................................................................... 23
The Solution ........................................................ 23
Timeline .............................................................. 25
Client Group ......................................................... 26
Administration & Staffing ...................................... 26
Sustainability ....................................................... 26Evaluation ............................................................ 27
Reporting ............................................................ 29
Budget .................................................................................... 30
Qualifications & Resources ....................................................... 32
Conclusion .............................................................................. 33
Appendix ................................................................................. 33
The Letter Proposal ................................................................. 35
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Polishing the Proposal ......................................................... 36
Formatting .............................................................................. 36
Using Graphics in a Proposal .................................................... 37
Editing & Revision ................................................................... 39
Packaging ............................................................................... 41
Funding Agencies .............................................................. 42
General Evaluation Process ...................................................... 42
Top 10 Reasons why Proposals Fail .......................................... 42
Follow-up ............................................................................... 43
Potential Funding Information .................................................. 44
Bibliography ...................................................................... 45
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Introduction to Proposal Writing
W HAT IS A PROPOSAL?
A proposal is an offer proposing somethingto be accepted, adopted or considered.
~ Funk and Wagnalls dictionary
Proposals are written to achieve one of the following objectives…
• win customers and make sales
• boost a person’s or organization’s visibility
• improve organizational productivity by implementing a new idea or procedure
• obtain resources to fund a project, program or activity
Workshop definition…
… a document that uses an orderly process to organize a project, programor activity with t he purpose of securing resources to assist with the
successful completion of the project, program or activity.
The main characteristics of a good proposal are…
• Thorough in research and preparation
• Good analytical thinking
• Systematic development of the flow of ideas
• Careful attention to find tuning and packaging
PROPOSAL COMPONENTS
1. ______________________________________________________________
2. ______________________________________________________________
3. ______________________________________________________________
4. ______________________________________________________________
5. ______________________________________________________________
6. ______________________________________________________________
7. ______________________________________________________________
Introduction to Proposal Writing ~ Section 1
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Writing Funding P roposals
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TRUE OR FALSE QUIZ
1. Once you have written a comprehensive project proposal, youcan submit it to multiple funding programs for consideration.
True False
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2. Proposals may be solicited or unsolicited.
True False ___________________________________________________
___________________________________________________
3. If you are successful in receiving funding, your proposal is yourcontract with the funding agency.
True False
___________________________________________________
___________________________________________________
4. The proposal will primarily be judged on the relevance it has tothe mission of the organization proposing the project
True False ___________________________________________________
___________________________________________________
5. A formal proposal can be a 20 page document or it can bea three page letter.
True False ___________________________________________________
___________________________________________________
6. As long as the idea is good and the information is accurate,there is no need to worry too much about spelling, grammar orhow the document looks.
True False ___________________________________________________
___________________________________________________
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The Writing Process
SENTENCE LENGTH
Readers will lose interest in the message when sentences are too long.
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One idea = One Sentence
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ENERGIZE SENTENCES
Write in active tense, not passive
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MAINTAIN CONSISTENCY
Maintain same sentence pattern
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Exercise: Read the following sentence and use the space provided to rewrite the sentence using proper parallelism.
Plans are to identify clients, providing training , and a reporting system.
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The Writing Process ~ Section 2
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Writing Funding P roposals
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CLARITY & CONCISENESS
Do not hide your message
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Avoid inflated words _____________________________________________________
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Exercise: Review the list of ‘inflated’ words phrases. In the space provided, write a ‘common’ word with the same meaning.
Anticipate _____________________
Ascertain _____________________
Cognizant __________________________
Eventuality __________________________
Initiate / Implement __________________________
Substantiate __________________________
Trimming Wordy Phrases
Page 4
In stead of... Use... In stead of... Use...
• The reason for
• Due to the fact that
• On the grounds that
Because
Since
Why
• As regards
• In reference to
• Concerning the
matter of
About
• Despite the fact that
• Regardless of the
fact that
Although
Even
Though
• Is able to
• Is in a position to Can
• In the event that
• If it should transpire
• Under circumstances
in which
If
• It is crucial that
• There is a need for
• Cannot be avoided
Must
Should
• On the occasion of
• In a situation in which
• Under circumstances
in which
When • It is possible that
• There is a chance that
• It could happen that
May
Might
Can
Could
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AVOID DEADWOOD
No wordy expressions and needless phrases or words
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Exercise: Read the sentence below and identify any deadwood that can be eliminated while maintaining the message. Rewrite the message in the space provided.
By the reasons stated previously in an earlier section of the proposal, it is clear that the need for
a unique, specialized reading program for youth is required to be delivered to the school aged children in our local school. (40 words)
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AVOID JARGON
Eliminate vocabulary peculiar to a trade, profession or group
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Jargon = ___________________
Exercise: Write ‘jargon’ words, phrases or acronyms that are common to your organization.
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The Writing Process ~ Section 2
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Writing Funding P roposals
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DO NOT HEDGE OR W AFFLE
Non-inclusive statements
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ABSTRACT W ORDS & EXPRESSIONS
Convey little meaning to the reader
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USE APPROPRIATE TONE
Tone can positively or negatively effect reader response
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Be positive
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Exercise: The words and phrases listed below could have a negative
reaction to a reader. Identify a positive or neutral word or phrase that could be used instead.
Problem __________________________
It is obvious that __________________________
You must / have to __________________________
You Claim that __________________________
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The difference between the right word and the almost right word is the difference between lightning and a
lightning bug.
Mark Twain
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SENTENCE AND PARAGRAPH STRUCTURE
First and last words in a sentence are important
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Topic sentences start paragraphs
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Bullets are useful elements
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Transitions are ‘roadsigns’ for the reader
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Opening & Closing Paragraphs are short
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Writing Tips & Hints
• Be sure that every word has a purpose
• Fully write out abbreviations - writer appears lazy
•
Writing in the third person is more professional• Use gender neutral language
• Convey ‘helping’ versus ‘wanting’ attitude
• Use consistent terminology throughout
• Never write when you are angry
• Readers absorb information faster when it is written slightly below their normalcomprehension ability
Notes: _______________________________________________________________
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The Writing Process ~ Section 2
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Writing Funding P roposals
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Proposal Preparation
Analyze the Reader
Gather Details ____% effort
Organize Information
Write Proposal ____% effort
Rest _____ hr s
Edit & Revise ____% effort
Goals of the proposal are to…
• ________________________________________________
________________________________________________ • ________________________________________________
• ________________________________________________
ANALYZE THE READER
Funders do not ‘give money away’, they ‘invest’…
A local non-profit organization has a great idea to address a
pressing concern and has the capacity to carry it out, but unfortunately, it lacks the financial resources to do so.
There is a funding agency that has the same concerns as the organization and it has funds, but alas, it lacks the ideas and the people to carry out the work.
Aha! If these two can effectively come together to share their resources, the result will be a dynamic collaboration between
project partners! What a beautiful thing!
Questions to answer…
• What are the agency’s needs and priorities?
• Is there a good match between the project and the
funding agency?• What does the reader want to know?
• What does the reader need to know?
• Do you need to create an emotional response?
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The checklist on the next page can be used to gather useful information about thefunding program and the funding agency. The information will be used to determinecompatibility between the funder and your program, and also to help guide in the writingof the proposal should you decide to proceed.
Sources of Funding Program information…• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
Always do your homework before you contact the funding agency directly…
• Shows funder you are familiar with the program
• Respects the agency contact’s time by only asking questions not answered inagency literature (printed or electronic)
Funding Program Guidelines
• Agency’s objectives & priorities Eligible and ineligible expenses
• Eligibility criteria Evaluation process and criteria
• Submission deadline(s) Proposal review timeline
• Acceptable proposal format Contact for more information
• Budget detail to include
Notes: _______________________________________________________________
______________________________________________________________________ ______________________________________________________________________
______________________________________________________________________
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Proposal Preparation~ Section 3
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Writing Funding P roposals
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Agency Objectives, Priorities & Needs
key goals of the organization
projects approved in the past
similar projects that have been approved
Proposal Development
application deadline - delivery date or postmark
agency ability to review draft before final submission
partnerships - an advantage or a necessity
reporting system is required
Budget
level of detail required in budget
eligible expenses (ie. rent, tax on purchases, travel)
eligible in-kind contributions
program pricing guidelines - travel, meals, et cetera
partner funding guidelines (ie. maximum governmentcontributions)
expenditure proof to be provided
Presentation
number of copies required
special package requirements
proposal to be sent as hard and / or electronic copy
address for proposal submission; to whose attention
Evaluation
decision making process - request copy of scoresheet
most important criteria
decision makers
Funding Program
maximum amount of funding available
average size of funding provided percentage of applications received that are funded
typically provide the full amount requested or a portion
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Funding Agency
_______________
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Funding Program
_______________
_______________
Proposed Project
_______________
_______________
Other Information
_______________
_______________
_______________
_______________
_______________
_______________
_______________ _______________
_______________
_______________
_______________
_______________
_______________
_______________
Gather info from:
• Past recipients
• Past proposals
• Program guide
• Agency website
• Printed materials
• Agency Contact
Funding Program Checklist
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GATHER PROJECT DETAIL
Sources of information…
• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
At this point, you only need to identify an overall picture of the areas listed. Additionaldetails will be developed later in the process.
Project Checklist
Yes No Rating (1 poor - 5 excellent)
___ Client group to be served by the project
___ Project goals and objectives
___ Funding required
___ Project start date
___ Length of project
___ Project partners
___ Other sources of funding
Review any of the items that did not rate a five (5) and adjust accordingly.
Notes: _______________________________________________________________
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Proposal Preparation~ Section 3
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Writing Funding P roposals
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Pre-Evaluation
Once you have gathered the necessary data on the fundingprogram and the proposed project, you will need to determine thechance of success. Take a moment and evaluate your potential for
success. Use the Pre-Evaluation Form below.
Pre-Evaluation Form
If the funding program looks like a good match, you shouldproceed with writing the proposal. If it is not a good match, youhave the following options…
• _______________________________________________
• _______________________________________________
• _______________________________________________
• _______________________________________________
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Element to Consider forSuitable Match between Funding
Program and Project
Poor to Good Match
1 2 3 4 5
Mission / goals / objectives
Client group (beneficiaries of project)
Proposing organization qualifications
Funding available
Timeline for project completion
Detail required in proposal
Other project partners
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Writing Funding P roposals
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Writing the Proposal
Agreeable Point Introduce Idea State Benefits Explain Action Call to Action
A well-defined proposal will include most or all of the followingtypes of information…
• Statement of problem to be solved or opportunity to bepursued
• Introduction to the project
• Outline of benefits to be realized
• Discussion of solution or method to achieve opportunity
• Project timelines
• Project evaluation
• Reporting process
• Costs
• Qualifications of proposer and any project partners
• Conclusion
• Supporting materials
When writing is a team effort, there are benefits and challenges.
Benefits
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___________________________________________________ ___________________________________________________
Challenges
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Solutions
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Proposal Structure
COVER
LETTER
TITLE P AGE
APPENDIX ITEMS
PROPOSER ABILITY TO COMPLETE
BUDGET
REPORTING & EVAL.
PROJECT
DESCRIPTION
GOALS &
OBJECTIVES
INTRO. TO PROJECT
NEED ASSESS.
1 pg
1 pg
1-2 pg
1 pg
1 pg
4+ pg
1.5 pg
1 pg
1 pg
AsNeeded
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COVER LETTER • _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
•
_________________________________________________________________ • _________________________________________________________________
• _________________________________________________________________
Content to be included…
• Acknowledges any previous contact with funding agency
• Introduces organization
• States reason for and amount of funding requested
• Mentions a few points from proposal to generate interest
• Indicates how proposed project furthers funding agency’s objectives and meetsfunding program guidelines
• Indicates project contact person
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Date
Name, Title (Funding Agency contact)Foundation, Bank, Corporation (Funding Agency)
Address
RE: Name of Funding Program
Dear _____ (name of contact),
(Name of organization) is pleased to submit this request for your review. We look forward to yourpartnership in our cooperative efforts to rebuild (name of community).
Our proposal requests $ (amount of request) to launch our creative adult student revolving loanprogram to provide a matching 50/50 contribution for registration fees to enable the low- andmoderate-income residents of (name of community) an opportunity to further their education.
Our loan model is creative in promoting learning opportunities for the clients of (name of organization). This project supports the (funding agency) objectives to promote educationopportunities in rural Manitoba.
We have secured $ (amount) to seed the program, have pre-qualified more than 50 communityresidents for the loan program and bring a a 50/50 match for every dollar in this request.
For the last fifteen years, the (organization) has successfully located suitable learning opportunitiesfor local residents. We have delivered more than 60 learning programs in our own community.
Your investment in our project will enable us to continue to effectively serve our impoverishedcommunity and its working poor residents who seek greater opportunities through education.
Thank you for your interest in (name of organization). We envision building upon our collaborativesuccess by developing our adult student revolving loan program with you.
Sincerely,
(Name of Chair / President)(Title of Chair / President)
Writing the Proposal~ Section 4
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Sample Cover Letter
TITLE PAGE
Other information that may be included on the Title Page…
• Names and / logos of project partners
• Photograph that supports your project (if appropriate)
• Additional contact information (fax, email, mailing address)
• Name of the project contact person
Exercise: Develop a suitable title for your project idea.
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Page 16
Assessing Literacy Skills: A Planning Tool for Childcare Providers
Submitted to: Children’s Literacy Coalition
Healthy Foundations Program
3548 Avonlee LaneOttawa, ON
L4W 5Cl
Phone: 1-800-977-4321
Submitted by:
Little Tots Daycare154 Playground Road
Anytown, Manitoba R7G 2N3Phone: (204) 555-1234
Submitted: November 12, 2005
Mary Young . Chairperson
P ROJECT T ITLE
P ROJECT P ROPOSER
F UNDING A GENCY
E NDORSEMENT S IGNATURE
D ATE S UBMITED
Project Title
• Descriptive but
short
• Use subtitle if
more focus isneeded
• Avoid filler
words
• Single
sentence
•
Provide keyidea of project
Funding Agency
• Ensures funder
you know who
proposal isgoing to
• Sign of respect
Project Proposer
• Tells who the
proposal issubmitted by
• Easy access
to contactinformation
Submission Date
• Used for
reference bythe funding
agency
EndorsementSignature
• Confirms the
organization’sapproval of theproposal
submission
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___________________________________________________
Use the Title Page Checklist below to ensure all necessary information has been included on the title page of your proposal.
Title Page Checklist
Yes No Rating (1 poor - 5 excellent)
_____ Information is attractively formatted
_____ Project title communicates meaningful information
_____ Funding agency information is stated
_____ Applicant and contact information is provided
_____ Submission date is indicated
_____ Has been signed by appropriate person (if applicable)
_____ Photograph (or clipart) is appropriate (if applicable)
_____ Names and / or logos of partners are present
Review any of the items that did not rate a five (5) and adjust accordingly.
Comments: __________________________________________________________
______________________________________________________________________
______________________________________________________________________
NEEDS ASSESSMENT
Purpose: To lay out the situation and show value in your project (the solution).
It may be useful to start the section with a 1-2 sentence Purpose Statement that sumsup the need for the project. Rational and supporting information can then be provided.
This section will answer the following questions:
• What ____________________________________________________________
• Why _____________________________________________________________
• Is _______________________________________________________________
• How _____________________________________________________________
• How _____________________________________________________________
Needs Assessment Tips
• Do not overkill a point… state it, support it, move on
• Do not be overly dramatic in stating the situation
• Identify other places that have similar needs to illustrate the value of the projectbeyond your project area (transferability)
• Identify any long-range consequences if the need is not addressed now
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• Communicate urgency, concern and a sense of importance
Use the Needs Assessment Checklist below to ensure all necessary information has been included in this section.
Needs Assessment Checklist Yes No Rating (1 poor - 5 excellent)
_____ Purpose statement is clear and strong
_____ Stated need is important and alsosolvable (no doom & gloom)
_____ Need directly relates to purpose and goalsof the proposer
_____ Target client group is clearly stated
_____ Need focuses on value to client group
_____ Need is supported by third-party researchor evidence
_____ Evidence is up-to-date and specific to theproblem / opportunity
_____ Evidence is provided in order of importance
_____ Good balance between volume of infopresented and the size of the project
_____ Main focus is on ‘solving’ the problem, not
the problem itself
_____ Creates reader interest
_____ Does not use jargon
Review any of the items that did not rate a five (5) and adjustaccordingly.
Comments: _______________________________________
___________________________________________________
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____________________________________________________
INTRODUCTION
Purpose: To overview the upcoming ideas for your proposed project.
“If you haven’t told us what you want by the end of the thirdparagraph, chances are you are not going to get it.”
~ John West, Phillips Petroleum Foundation
Develop a strong concept that FITS…
F ________________________________________________________
I ________________________________________________________
T ________________________________________________________
S ________________________________________________________
Key points…
• Make reference to need
• Illustrate why project is timely
• Build upon similar work done previously by your organization or others
• Confirm that situation can be altered or solved within the timeframe of fundingwith positive and realistic results
• Indicate any steps already taken
• Clearly identify the target client group (beneficiaries)
• Clarify where will the project take place (service area)
• Briefly show relationship between funder’s priorities and the project
• State why your organization is suited to do the project (include supporting info)
• Modestly emphasize organization’s history of success
• Highlight any project partners
• Identify and address any existing or potential problem areas
• Briefly note financial requirements (provided, secured and requested)
Notes: _______________________________________________________________
______________________________________________________________________
______________________________________________________________________
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Writing the Proposal~ Section 4
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Writing Funding P roposals
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Use the Introduction Checklist below to ensure all necessary information has been included in this section.
Introduction Checklist Yes No Rating (1 poor - 5 excellent)
_____ Identifies the proposer and related abilities
_____ Recognizes the problem or opportunity
_____ References the purpose of the project
_____ Identifies target client group
_____ Creates confidence in the proposer’s abilityto manage and complete the project
_____ Overviews the project methods _____ Includes total costs, funding already
secured, and amount of funding request
_____ Clear how benefits outweigh costs or risks
_____ Is consistent with rest of proposal
_____ Generates interest
_____ Is brief, clear and free of jargon
_____ Language is strong, specific, optimistic andthought-provoking
_____ States any steps taken to date
Review any of the items that did not rate a five (5) and adjustaccordingly.
Comments: ________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
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____________________________________________________
GOALS & OBJECTIVES
Purpose: Clearly identify what the project will accomplished.
Means to an End
Means _________________________________________________________________
Example: To provide, To establish, To Create
End ___________________________________________________________________
Example: To increase, To decrease, To reduce
Goals…
• _________________________________________________________________
•
_________________________________________________________________ • _________________________________________________________________
• _________________________________________________________________
Objectives…
• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
S ustainable
M easurable
A ttainable
OBJECTIVE OBJECTIVE
GOALGOAL
OBJECTIVE OBJECTIVE
NEED
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R ealistic
T imely
Use the Goals & Objectives Checklist below to ensure all necessary information has been included in this section.
Goals & Objectives Checklist
Yes No Rating (1 poor - 5 excellent)
_____ One-two goals have been identified foreach need determined in the needsassessment section
_____ At least one objective has been identifiedfor each goal
_____ Clear overlap between project objectives
and funder objectives _____ Describes problem related outcomes
_____ Objectives do not describe methods
_____ Objectives are SMART
_____ Define the specific populations to benefitfrom the project
_____ Identifies outcomes in numerical terms(if possible)
Review any of the items that did not rate a five (5) and adjust
accordingly.
Comments: _______________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
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____________________________________________________
____________________________________________________
METHODOLOGY
The methodology section includes information on the solution, the timeline for activities,the client group (beneficiaries), staff and administration requirements, sustainabilityissues, and reporting and evaluation processes.
The Solution
Purpose: To provide a detailed project description that clearly supports achievement of the identified goals and objectives
WHO• Client group to benefit from project
• Benefits to others beyond your service area
WHAT• Clear descriptions and explanations of project activities
• Operational technicalities are clearly explained
WHEN • Reference to previous work done (and when it was done)• Indication of project length including start and end dates
WHERE• Indicate the service area for the project
• Identify specific locations for activities such as training space
WHY
• Reference to the needs assessment and project objectives
• Rational behind this course of action over alternatives
• Importance of activities to client group
HOW• Unique and innovation solutions (competitive edge)
• New approach to old ideas
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The Solution Tips
• Show clear link between objectives and activities
• Provide specific details that are realistic, practical and logical
• Provide step-by-step descriptions (if appropriate)
• Show careful and thoughtful consideration of issuesconcerning the need
• State any supporting data and reference to its location inthe appendix
• Indicate project will encourage groups to partner to address
need (if applicable)
Use The Solution Checklist below to ensure all necessary information has been included in this section.
The Solution Checklist
Yes No Rating (1 poor - 5 excellent)
_____ Flows naturally from problem statementand objectives
_____ Client group has been identified
_____ Service area has been indicated
_____ States reason for selection of activities,noting alternate solutions (if applicable)
_____ Clearly describes program activities
_____ Reasonable scope of activities that can beaccomplished in the time allotted
_____ Identifies length of program
_____ Activities can reasonably be completed
with the available / identified resources _____ Ability of proposer to complete the tasks
is apparent
_____ Appendix items are referred to
_____ Shows creativity and innovation
Review any of the items that did not rate a five (5) and adjust
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accordingly.
Comments: ________________________________________
____________________________________________________ ____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
Timeline
Purpose: To illustrate the timing sequence of
project completion date
When developingthe structure of yourtimeline…
• Considerevery project
activity
• Ensure the timeline is clear, complete, accurate and realistic
Jan Feb Mar Apr May
Recruit new staff
Staff training Prepare program material
Recruit 50 participants
Conduct program
Evaluation
Project Task Date of Completio n
Recruit new staff January 25
Staff training February 18
Prepare program material March 31
Recruit 50 participants April 5
Conduct program April 28
Evaluation May 15
START CHOICE ACTION YES
CHOICE END
NO
ACTION
YES
NO
ACTION
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• Ensure it fits with the needs of clients, partners or resourcesinvolved
• Could use charts, graphs or tables to show tasks andsubtasks
Gantt chart: a time-phased bar chart that represents the timing andduration of the various sequential phases of a project.
Table: a table that indicates the tasks to be completed and theplanned completion date
Flowchart: is a means of visually presenting the sequence of
operations to be performed
Client Group
Purpose: To clearly identify the beneficiaries of the project
This section should provide information on the following…
• Service area of the project (geographic, departmental, etc.)
• Client group particulars
• Support from the client group
• Involvement of client group in preparation of project
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• Other agencies involved with the client group and any participation in the project
• Benefit to funder in assisting the client group
Administration & Staffing
Purpose: To clarify the project’s need for organizational and human resources
Administration of the project is a very important aspect.
• Administrative plan
• Existence, characteristics and responsibilities of a steering committee
• Note in-kind contributions
Staffing includes permanent, casual and contract staff including consultants. This may ormay not be a requirement of your project, but if it is, incorporate the followinginformation into this section…
• Qualifications of existing personnel
• Role and importance of each position
• Note in-kind contributions
Sustainability
Purpose: To show the long-term capacity of project
The funding agency will need to know if the project is finite (defined start & end dates)or is intended to be on-going. If it is expected to continue past the term of funding,describe how this will be achieved.
•
Continued or new project partner involvement• Project self-sufficiency or ability to generate revenue
• Attractive to other funding agencies
Evaluation
Purpose: Provide data to determine effectiveness of project as related to the stated goals and objectives
Formative: Evaluates ________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
Summative: Evaluates _______________________
___________________________________________________
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___________________________________________________
___________________________________________________
___________________________________________________
Outside evaluator• May be more objective
• May assist with design of evaluation program
• Reputation may enhance (or detract) from project credibility
• Will likely involve a cost
Inside evaluator
• Greater knowledge of project issues
• May be hesitant to provide accurate negative results
• May not have necessary skills
Steps to designing an evaluation
1. Confirm project objectives are clear and measurable
2. Determine potential audience for the results
3. Identify information audience will need
4. Determine evaluation type (formative, summative or both)
5. Clarify if cost vs. benefit analysis is to be included
6. Determine if evaluation will be completed by an outsideevaluator or someone within the organization
7. Determine how the data will be collected
8. Identify how the data will be analyzed
9. Determine how the information will be reported
Use Evaluation Checklist below to ensure all necessary information has been included.
Evaluation Checklist
Yes No Rating (1 poor - 5 excellent)
_____ Formative evaluation techniques have
been clearly identified _____ Indicates how formative results will be
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used for program improvements
_____ Summative evaluation techniques have been clearly identified
_____ Indicates who will do the evaluation and why
_____ Defines the evaluation criteria
_____ Defines the data gathering methods
_____ Explains test instruments to be used (survey, interviews, etc.)
_____ Describes data analysis process
_____ Test instruments have been included in the Appendix
Review any of the items that did not rate a five (5) and adjust accordingly.
Comments: ________________________________________
____________________________________________________
____________________________________________________ ____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
Reporting
Purpose: To identify process of sharing project results
Methods for sharing results…
_______________________ _______________________
_______________________ _______________________
_______________________ _______________________
_______________________ _______________________
_______________________ _______________________
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Notes: _______
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_____________
_______________________
Use Reporting Checklist below to ensure all necessary information
has been included.
Reporting Checklist
Yes No Rating (1 poor - 5 excellent)
_____ Describes reports to be produced
_____ Identifies the recipients of results
_____ Identifies the type of data to be included
_____ Identifies the methods of sharing the
results _____ Includes timeline for completing and
sharing results
Review any of the items that did not rate a five (5) and adjustaccordingly.
Comments:
BUDGET
Purpose: To provide details regarding a costs and revenue sources
Steps to preparing a budget…
1. Review narrative and itemize all potential project costs
___________________________________________________
___________________________________________________
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___________________________________________________
___________________________________________________
2. Research actual costs
___________________________________________________
___________________________________________________ 3. Determine eligible and ineligible expenses
___________________________________________________
4. Confirm internal, partner and in-kind funding
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
5. Identify other sources of revenue
___________________________________________________
6. Develop budget following categories provided by funder
___________________________________________________
___________________________________________________
Proposer Project ABC
ProgramPartnerIn-kind
Total
Personnel: wages, salary, benefits
11 months x $1000 plus 11% MERCS 4,000 6,000 2,000 12,000
Consulting services 5,000 5,000
Training 1 2,500 1,500 4,000
Materials & supplies
Communication: phone, postage, fax, I-net 1,000 1,500 2,500
Advertising & mark eting 3,000 500 3,500
Rent of lease of facilities 4,000 4,000
Travel 1,500 500 2,000
Equipment, instruments, tools 500 500 1,000
Reporting 500 500 1,000
Evaluation 500 1,500 2,000
Administration fees 3,000 3,000
Other expenses 500 500 1,000
TOTALS $7,000 $3,000 $18,500 $13,500 $31,000
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7. Check for accuracy in numbers
___________________________________________________
8. Have someone else review
Sample Detailed Budget 1 Revenue received from training registrations
Use the Budget Checklist below to ensure all necessary information has been included.
Budget Checklist
Yes No Rating (1 poor - 5 excellent)
_____ Categories meet funding programrequirements
_____ All expenses are included
_____ Costs have been verified for accuracy
_____ All revenue sources are included
_____ Other sources of contributions have beenconfirmed
_____ Appropriate level of detail is provided
_____ Footnotes are complete and accurate
_____ Funding request meets funding guidelines
Review any of the items that did not rate a five (5) and adjustaccordingly.
Comments:
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______________________________________________________________________
QUALIFICATIONS & RESOURCES
Purpose: To assure funding agency that the proposer possesses or has access to the necessary skills for successful completion of the project
Information in this section should support…
• _______________________________________________
• _______________________________________________
• _______________________________________________
• _______________________________________________
Information should be concise and relevant.
• Organization… programs and activities, similar projects involved in, clientele,service statistics, accomplishments, long-range goals, level of expertise
• Evidence of board involvement, key staff qualifications, administrative competence
• Other resources and the skills and experience they bring to the project
Qualifications & Resources Tips
• Do not assume the funding agency is familiar with your organization
• A brochure or other prepared document may be sufficient
• Focus on experience in the project area
• Incorporate knowledge about subject to portray expertise (ie. recent HealthCanada survey indicates…)
• A quote from client, agency or public figure as an opening or as supportingevidence
CONCLUSION
Purpose: To provide a concise summary of your proposal
This is the final appeal for your project and should be a brief review of the proposal.
• The needs
• The solution
• Why it is important
• The sources and uses of project funds
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• Why the proposer is best suited to undertake the project
• Emotional appeal
APPENDIX
Purpose: To provide secondary information that supports the information presented in the project proposal
The appendix can include a variety of information, however, itshould only include supporting documents that are relevant andnecessary . If an appendix item is not referred to in the proposal,do not include it in the appendix. Check with funding agency toconfirm items to include.
An appendix may include the following types of information…
• Glossary
•
Bibliography• Evaluation instruments (draft)
• Detailed reporting plan
• Descriptions of partnering agencies and organizations
• Letters of support
• Certificate of incorporation and by-laws
• Listing of officers and Board of Directors
• Financial statements for last completed fiscal year
• Current general operating budget
• List of clients served
• Biographies of key personnel or resumes
• Commitment letters from project consultants orsubcontractors
Use the Proposal Checklist below to ensure the proposal will deliver the message that is intended in a positive manner. It may be beneficial to have a third party review the completed proposal and then rate the areas indicated the checklist.
Proposal Checklist
Yes No Rating (1 poor - 5 excellent) _____ Proposal presents an original idea
_____ Solution is interesting and practical
_____ Rational for project is strong
_____ Purpose is clear and compelling
_____ Outcomes are clear
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_____ Outcomes are desirable
_____ Value of outcomes outweigh the cost of project implementation
_____ Project is of a manageable scope
_____ Proposer has relevant experience
_____ Appropriate partnerships have been identified and secured
_____ Proposal is focused
_____ Tone is honest, factual and objective
_____ Conveys competency and sincerity
_____ The message is concise and complete
_____ Writing is comprehensive
_____ Proposal is professional and attractive
Review any of the items that did not rate a five (5) and adjust accordingly.
Comments: ________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
THE LETTER PROPOSAL
A letter proposal may be requested by a funding agency. Generally two to three pages inlength, it follows same principles as a full proposal.
Letter proposal outline…
1. Ask for the funding
• Reference prior contact with funder
• State why you are writing
• Indicate amount of funding being requested
2. Describe the need
• Only enough detail to raise interest
• Identify project outcomes
3. Provide organizational information
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• Mission statement
• Brief description of programs and activities
• Main client group
• Service statistics
•
Staff, Board of Director and volunteer information4. Budget Data
• As part of letter or as attachment
• Comprehensive categories
• Total project budget
• Amount of request
5. Closing
• Very brief review of need and project
• Use strong concluding statement
6. Attachments
• Additional information as required by funding agency
Notes:
Polishing the Proposal
FORMATTING
Document formatting will directly effect how the reader respondsto the proposal. It is important to follow generally acceptedprinciples when writing professional documents.
Follow these guidelines to increase the attractiveness andreadability of your proposal.
• Proper use of white space _______________________________________________
_______________________________________________
_______________________________________________
• Avoid ‘Rivers of White’
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_______________________________________________
_______________________________________________
• Type and single space document
• One or two fonts that are easy to read
_______________________________________________
_______________________________________________
_______________________________________________
• Avoid closed boxes
_______________________________________________
_______________________________________________
• Comparisons side by side or in graphic format
_______________________________________________
_______________________________________________
• Text formatting for emphasis only
_______________________________________________
_______________________________________________
_______________________________________________
• Appropriate space for binding document
_______________________________________________
_______________________________________________
USING GRAPHICS IN A PROPOSAL
Purpose: To communicate ideas quickly and easily
A survey done by Statistics Canada showed that one in ___ Canadians have difficulty interpreting a line graph.
Points to consider when using graphics
• Graphics can reduce the overall number of pages in your document
• Use to enhance and explain concepts and relationships… do not overuse
• Say what the reader will see and then show it
• Call each table, chart or graph a figure and number sequentially
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• Give each figure a descriptive title
An effective graphic is readable, understandable and makes aneeded statement.
Readable
• Strong, in-text introduction
• Right-side-up
• In appropriate location
• Picture on left and text / numbers on right
• Simple drawing more effective than complex illustration
• Color can attract, emphasize, clarify and / or decorate
Understandable
• Message is understood in very short time
• Clear without having to read title or action caption
• Clear to non-technical reader
• Simple and logical
• Appropriate type for information being presented
• Strong title and / or action caption
Makes a needed statement
• Tells something important to the reader or unique to theproposer
• Illustrates a theme
• Illustrates features and resulting benefits of outcome
Complete the Graphics Suitability Test on the next page to ensure that each graphic element in your proposal is useful in supporting your message.
Graphics Suitability Test
Yes No
Graphic grabs the reader’s attention in less than10 seconds
Overall message of the graphic is understood in
less than 30 seconds
Graphic’s message is clear without reading thetitle or action caption
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General graphic message is clear to a non-technical reader
Graphic presentation is logical (ie. clear start and end to flow chart)
Graphic type and layout is the best way to state and sell the intendedmessage
Message conveyed is one the reader wants to needs to know
Graphic complements / supplements the text with minimalredundancy and enhances the message
Action caption matches the graphic, summarizes the graphic andenhances the message
Graphic sells the theme or feature and the resulting benefits of theproposal
Scoring…
0-3 yes Not suitable, toss and start over
4-5 yes Not usable, major revisions required
6-7 yes Marginally usable, upgrade if possible
8-9 yes Usable
10 yes Highly usable
*Herndon, Dave. “Developing Effective Proposal Graphics.”
EDITING & REVISION
There are three steps to a good and thorough editing check.
Mechanics
Goal: _____________________________________
Read: ____________________________________
• Punctuation, spelling, grammar, pronoun agreement, verb agreement
• Numbers (accurate, two vs. 2), indents, page numbers, references to other pages
Style
Goal: _____________________________________
Read: ____________________________________
• Clarity, tone, readability, consistency
• Word precision, wordiness, omitted words, redundancy, passive words
• Proper tone, level of formality is consistent, technicality of words match reader
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• Sentence patterns, sentence length, sentence openings,paragraph sequencing
Structure
Goal: ____________________________________
Read: ____________________________________
• Message follows logical order
• Overall pattern of organization and structure
(headings, bullets, underlining, indents, spacing, et cetera)
• Clear transitions, appropriate proportion of parts
• Accuracy of index, glossary, table of contents
Common Errors
• Often found at the beginning of pages, sentences,paragraphs, sections
• Proper nouns (names, cities, agencies)
• Middle of long words
• Double typed words (the the)
• Sequences of numbers and letters
• Changes in types of typeface (heading to subheading, bold,italics)
• Next to other typographical errors
• In ALL CAP copy
• Reference to other material
• Text in punctuation sets: brackets, parenthesis, quotations,dashes
• Numbers and totals (check your math and proper placementof commas in large numbers)
Editing & Revision Tips
• Have someone else proof your document (fresh set of eyes)
• Set aside for at least two hours (24 is better) if you areediting your own work
• Look for transposed letters (from versus form), missing
letters in words, missing words in sentences• Touch each word and say out loud (slows you down)
• Read backwards to check for spelling
• Read aloud to check for tone, message, grammar
• Read pages out of sequence
• If proofing on computer, zoom in so text is larger
• Double space and print hard copy (provide room for editing)
If you try to write and edit at the same time, you will do neither.
~ Charles H. Sides
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• Track errors and watch for patterns (ie. double space after sentences or ‘sue’ instead of ‘use’)
• Turn upside down and check for spacing and placement inconsistencies
Use the Editing & Revision Checklist below to ensure all necessary edits have been completed.
Editing & Revision Checklist
Yes No Rating (1 poor - 5 excellent)
_____ Margins are consistent
_____ Spacing is consistent
_____ Indents are consistent
_____ Formatting is consistent
_____ Pagination is correct & consistent
_____ Footnotes are narrative
_____ Only necessary graphics are included
_____ Proposal has been reviewed for Mechanics, Style and Structure
_____ An index or table of contents has been included (if applicable)
Review any of the items that did not rate a five (5), make appropriate changes to thedocument.
Comments: _________________________________________
_____________________________________________________
PACKAGING
First impressions are lasting so ensure that an appropriate package is sent to the fundingagency in the proper form with the correct information. Use the following list as a guide.
• Send an original (not copied) proposal
• Follow any special requirements
• Cautious use of covers and binding
• Environmental awareness of extra materials
• Hard copy and / or electronic copy
Use the Packaging Checklist below to ensure the proposal package is complete and ready for presentation to the funding agency.
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Packaging Checklist
Yes No Rating (1 poor - 5 excellent)
_____ Binding is neat and attractive
_____ Packaging is not excessive reflectsappropriate message
_____ High quality copy is being sent to thefunding agency
_____ Appropriate number of copies have beenprepared
_____ Electronic copy is ready for transfer (if applicable)
_____ Only the material requested by the fundingagency and materials that directly support
the proposal have been includedReview any of the items that did not rate a five (5), makeappropriate changes to the packaging of the proposal.
Comments:
Funding Agencies
GENERAL EVALUATION PROCESS
Proposals may be evaluated by an individual or a committee. Oftenproposals will be subject to a short-listing process before going tothe decision makers for approval.
Things that evaluators generally look for in a proposal…
• Understanding of the funding program’s needs and priorities
• Philosophical match between innovative and conservative
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approaches
• Realistic and complete budget costs
• Practical proposal activities
• Good probability of achieving objectives
•
Support from larger community (client group, partners)• Experienced proposer and / or project partners
Top 10 Reasons why Proposals Fail
1. The proposal is outside the scope of the funding agency
2. The subject is not suitable for replicated solutions in other areas
3. The methodology appears flawed
4. The proposer has not included measurable outcome indicators in the proposal
Project Title: __________________________ Date Sent: _________________
Deadline Date: ________________________ Hard Copy Electronic Copy
Funding Program: ______________________ Phone: ____________________
Contact Name: ________________________ Email: _____________________
Expected Date for Decision: ______________
To be notified by: Phone Mail Email Fax
Communications with Contact
Date: _______ ___________________________________________________
Date: _______ ___________________________________________________
Date: _______ ___________________________________________________
Date: _______ ___________________________________________________
Date: _______ ___________________________________________________
Date: _______ ___________________________________________________
Date: _______ ___________________________________________________
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5. The funding agency is not the most appropriate source of funds for the proposed project
6. The funding agency has already funded the same project foranother organization
7. The funding agency’s priorities and interests have changed
8. The proposed project does not allow for the highest and bestuse of the agency’s funds
9. The proposer failed to demonstrate fiscal accountability
10. The proposer has used the ‘shotgun’ approach in seekingfunding for project
Follow-up
The proposal may have been sent, but the work is not done.Follow-up is important to knowing the ongoing status of thefunding proposal.
• Call approximately one week after submission
• Emailed copy? Request verification of receipt (software andrecipient)
• Determine how and when you can expect to be contacted
• Be prepared to answer questions about the proposal orprovide additional information
• Use a Tracking Form to monitor progress of the proposal• After decision is made, inquire about strengths and
weakness of proposal
• Send thank you note
• If not approved, can it be resubmitted
Sample Follow-up Tracking Form
Potential Funding Information
Some sources of funding program information…
• Internet
• Funding directories
• Local provincial and federal government offices or websites
• Economic development office
• Canada / Manitoba Business Service Centre
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1-800-665-2019 or www.cbsc.org/manitoba
• Funding agencies at trade shows
• Network of colleagues
• Organizers of similar projects
• Private and community-based foundations
• Corporations
Notes: _____________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
Bibliography
Cramer, Pat and Debra Smith. How to Create High-Impact Reports and Proposals.CareerTrack
Fischer, Beth A. and Michael J. Zigmond. Grantspersonship: An Instruction Manual. TheSurvival Skills and Ethics Program, University of Pittsburgh