Writing Effective Proposals
Q: Where and how do I begin?
A: Start by doing some basic research on the corporation or foundation. Consider these questions:
- What are their funding priorities?
- What are their funding limits? What is the average award amount?
- When does their board meet? What is the deadline for proposals?
Also please contact the Office of Corporate and Foundation Relations (CFR) at (706) 542-0274 to find out if any other entities on campus are approaching this organization for funding and for other strategic advice.
Q: I'm ready to begin writing. Now what?
A: No matter what you are writing, one of the best ways to begin is with an outline. That way you can structure your proposal, learn what information you need to include and give yourself a place to start.
Q: What are the components of an outline and proposal?
A: Some corporations or foundations will outline exactly what they want from you in your proposal. If that is not the case, here are the parts of a basic proposal:
- Cover Letter
- Executive Summary
- Statement of Need
- Project Description
- Budget
- Organization Information
- Conclusion
- Appendix—Feel free to call CFR at (706) 542-0274 for necessary attachments.
Q: What kind of information should I include in my proposal?
A: Here are some questions to answer in your proposal:
- What is the problem that needs to be addressed?
- What is your plan to solve this problem?
- Why are you, your department and UGA in an excellent position to solve this problem and accomplish this task?
- What are your qualifications?
- Once you have received funding from this organization, what are your ongoing plans to continue and sustain the program?
- Who will benefit from this project? (include demographic information, if applicable)
- How do you plan to evaluate the program and measure its success?
- What is your timetable for implementing this program/project?
- What do you hope the outcome will be?
- What will you use the requested funds for? Will you use it for part of the project? If so, for what part of the project?
Some basic tips to remember:
- Keep it simple.
- Avoid jargon.
- Be specific.
- Follow directions and pay attention to details.
- Be positive.
Q: What should I include in my budget?
A: Your budget should include what you anticipate spending on the project and what income you will earn from the project. Here are some things to think about:
- Determine how many people will work on the project, how long they will spend on the project, and what you will pay them. Be sure to include benefits for full-time employees and payroll taxes for all employees.
- Consider the "indirect costs" also known as "F&A" (facilities and administration) costs. Find out whether or not the corporation or foundation will pay for these costs. Some will not, while others may pay some percentage, if not the federally negotiated rate.
- Be sure to include any necessary travel expenses for meetings, workshops, conferences, etc.
- Disclose any income you anticipate earning in your budget as well, no matter the source.
Q: How fancy should my proposal look?
A: Keep it simple, easy to read and easy to navigate. A few nice additions are a cover page with appropriate title, table of contents and appendices page (where you list the order of your attachments). You may wish to include photos and graphs to illustrate your points and break up the text-heavy format of a proposal. It's not a good idea to bind your proposal as the corporation/foundation staff will have to take it apart to photocopy it.
Q: Where do I go if I have questions?
A: Some great resources are fellow colleagues or staff members. Most schools and units at UGA have development officers on staff. Also, the Office of Sponsored Programs through the Office of the Vice President for Research has grant officers designated to each school, college and unit. The Office of Corporate and Foundation Relations is another resource for all of your questions.
Q: I have mailed my proposal and attachments, now what?
A: Follow up with the corporation or foundation to make sure they received all of the proper information. Depending on when the board of the corporation or foundation meets, you may have to wait a few months for a response.
Q: What if my proposal doesn't get funded?
A: On average, only one in ten proposals get funded, and that may be a generous statistic. If your proposal does not receive funding, ask why. Some corporations or foundations will send critiques. Ask if you can/should resubmit at a later date.
Q: What if my proposal does get funded?
A: Congratulations! Your proposal was one of the few to get funding. It's a good idea to write a thank you note. You will also want to keep the funder abreast of the progress of the project and submit a final report at the end of funding on the success of your project (even if they don't ask for one). Show the corporation or foundation that their gift made a difference. This is a great way to leave the door open for future funding.
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