Proposal Workshop Manual

Participant Manual & Workbook
Funding
Proposals
Developed by the Swan Valley Enterprise Centre
P.O. Box 370 Swan River, MB R0L 1Z0
Phone: (204) 734-3471 Info@SwanValleyCanada.com
Planning is bringing the future
into the present so that you can
do something about it now.
~Alan Lakein
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 Info@SwanValleyCanada.com
Copyright 2005
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 ............................................................................ 15
Title Page ................................................................................ 16
Needs Assessment ................................................................... 17
Introduction ............................................................................ 19
Goals & Objectives ................................................................... 21
Methodology ........................................................................... 23
The Solution ........................................................ 23
Timeline .............................................................. 25
Client Group ......................................................... 26
Administration & Staffing ...................................... 26
Sustainability ....................................................... 26
Evaluation ............................................................ 27
Reporting ............................................................ 29
Budget .................................................................................... 30
Qualifications & Resources ....................................................... 32
Conclusion .............................................................................. 33
Appendix ................................................................................. 33
The Letter Proposal ................................................................. 35
Swan Valley Enterprise Centre

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
Introduction to Proposal Writing ~ Section 1
Introduction to Proposal Writing
WHAT IS A PROPOSAL?
A proposal is an offer proposing something
to 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, program
or activity with the 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. ______________________________________________________________
Swan Valley Enterprise Centre Page 1

Writing Funding Proposals
TRUE OR FALSE QUIZ

1. Once you have written a comprehensive project proposal, you
can submit it to multiple funding programs for consideration.
True False
___________________________________________________
___________________________________________________
2. Proposals may be solicited or unsolicited.
True False
___________________________________________________
___________________________________________________
3. If you are successful in receiving funding, your proposal is your
contract with the funding agency.
True False
___________________________________________________
___________________________________________________
4. The proposal will primarily be judged on the relevance it has to
the mission of the organization proposing the project
True False
___________________________________________________
___________________________________________________
5. A formal proposal can be a 20 page document or it can be
a 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 or
how the document looks.
True False
___________________________________________________
___________________________________________________
Page 2 Swan Valley Enterprise Centre

The Writing Process ~ Section 2
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.
______________________________________________________________________
______________________________________________________________________

CLARITY & CONCISENESS

Do not hide your message
_____________________________________________________
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

Instead of... Use... Instead of... Use...
• The reason for Because • As regards
• Due to the fact that Since • In reference to About
• On the grounds that Why • Concerning the
matter of
• Despite the fact that Although • Is able to

• Regardless of the Even • Is in a position to Can
fact that Though
• In the event that • It is crucial that
• If it should transpire If • There is a need for Must
• Under circumstances • Cannot be avoided Should
in which
• On the occasion of When • It is possible that May

• In a situation in which • There is a chance that Might
• Under circumstances • It could happen that Can
in which Could

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)
____________________________________________________________________
____________________________________________________________________
____________________________________________________________________
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.
________________________________ ________________________________
________________________________ ________________________________
________________________________ ________________________________
________________________________ ________________________________
________________________________ ________________________________
________________________________ ________________________________

DO NOT HEDGE OR WAFFLE

Non-inclusive statements
_____________________________________________________
_____________________________________________________
The difference between the _____________________________________________________
right word and the almost
right word is the difference
_____________________________________________________
between lightning and a _____________________________________________________
lightning bug.
Mark Twain ABSTRACT WORDS & 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
_____________________________________________________
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 __________________________

SENTENCE AND PARAGRAPH STRUCTURE

First and last words in a sentence are important
______________________________________________________________________
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 normal
comprehension ability
Notes: _______________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Proposal Preparation
Analyze the Reader
Gather Details ____% effort
Organize Information
Write Proposal ____% effort
Rest _____ hrs
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?

Proposal Preparation~ Section 3
The checklist on the next page can be used to gather useful information about the
funding program and the funding agency. The information will be used to determine
compatibility between the funder and your program, and also to help guide in the writing
of 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 in
agency literature (printed or electronic)
Funding Program Guidelines

• Agency’s objectives & priorities y Eligible and ineligible expenses
• Eligibility criteria y Evaluation process and criteria
• Submission deadline(s) y Proposal review timeline
• Acceptable proposal format y Contact for more information
• Budget detail to include
Notes: _______________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Funding Program Checklist

Funding Agency Agency Objectives, Priorities & Needs
_______________ key goals of the organization
_______________ projects approved in the past
similar projects that have been approved
Funding Program Proposal Development
_______________ application deadline - delivery date or postmark
_______________ agency ability to review draft before final submission
partnerships - an advantage or a necessity
Proposed Project reporting system is required
_______________ Budget
_______________ level of detail required in budget
eligible expenses (ie. rent, tax on purchases, travel)
Other Information eligible in-kind contributions
_______________ program pricing guidelines - travel, meals, et cetera
partner funding guidelines (ie. maximum government
_______________
contributions)
_______________
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
Gather info from:
percentage of applications received that are funded
• Past recipients
typically provide the full amount requested or a portion
• Past proposals
• Program guide
• Agency website
• Printed materials
• Agency Contact

GATHER PROJECT DETAIL

Sources of information…
• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
• _________________________________________________________________
At this point, you only need to identify an overall picture of the areas listed. Additional
details 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: _______________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________

Pre-Evaluation
Once you have gathered the necessary data on the funding
program and the proposed project, you will need to determine the
chance of success. Take a moment and evaluate your potential for
success. Use the Pre-Evaluation Form below.
Pre-Evaluation Form
Element to Consider for Poor to Good Match
Suitable Match between Funding
Program and Project 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
If the funding program looks like a good match, you should

proceed with writing the proposal. If it is not a good match, you
have the following options…
• _______________________________________________
• _______________________________________________
• _______________________________________________
• _______________________________________________

ORGANIZING THE INFORMATION

You will now have a good idea of what needs to be included in the proposal package.
Develop an outline for the proposal using the sample below as a guide.
Notes: _______________________________________________________________
______________________________________________________________________
______________________________________________________________________
______________________________________________________________________
Proposal Requirements
Project Title: ___________________________________________
Funding Program: ______________________________________
Deadline for Submission: _________________________________
Tone of Proposal: Formal Informal
Technical Knowledge of Reader: Basic Standard Technical Unknown
What the reader already knows ____________________________________________

______________________________________________________________________
What the reader needs to know ____________________________________________

______________________________________________________________________
What the reader wants to know ____________________________________________

______________________________________________________________________
Point #1: ______________________________________________________________

Subpoints: ____________________________________________________________
Graphic Requirements: __________________________________________________
Point #2: ______________________________________________________________

Subpoints: ____________________________________________________________
Graphic Requirements: __________________________________________________
Appendix items to be included

_______________________________________________
_______________________________________________
_______________________________________________
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Writing the Proposal

Proposal Structure
Agreeable Point Introduce Idea State Benefits
Explain Action Call to Action
COVER
LETTER A well-defined proposal will include most or all of the following
1 pg types of information…
• Statement of problem to be solved or opportunity to be
TITLE pursued
PAGE • Introduction to the project
1 pg • Outline of benefits to be realized
• Discussion of solution or method to achieve opportunity
NEED • Project timelines
ASSESS.
• Project evaluation
1-2 pg
• Reporting process
• Costs
INTRO. TO
PROJECT • Qualifications of proposer and any project partners
1 pg
• Conclusion
• Supporting materials
GOALS
& When writing is a team effort, there are benefits and challenges.
OBJECTIVES
1 pg Benefits
___________________________________________________
PROJECT
DESCRIPTION ___________________________________________________
4+ pg ___________________________________________________
Challenges
REPORTING
& EVAL. ___________________________________________________
1.5 pg
___________________________________________________
___________________________________________________
BUDGET Solutions
1 pg
___________________________________________________
PROPOSER ___________________________________________________
ABILITY TO
COMPLETE ___________________________________________________
1 pg
___________________________________________________
___________________________________________________
APPENDIX
ITEMS ___________________________________________________
As
Needed

Writing the Proposal~ Section 4
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 meets
funding program guidelines
• Indicates project contact person
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 your
partnership in our cooperative efforts to rebuild (name of community).
Our proposal requests $ (amount of request) to launch our creative adult student revolving loan
program to provide a matching 50/50 contribution for registration fees to enable the low- and
moderate-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 education
opportunities in rural Manitoba.
We have secured $ (amount) to seed the program, have pre-qualified more than 50 community
residents 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 opportunities
for 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 impoverished
community 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 collaborative
success by developing our adult student revolving loan program with you.
Sincerely,
(Name of Chair / President)

(Title of Chair / President)

Sample Cover Letter
PROJECT
Project Title TITLE
• Descriptive but Assessing Literacy Skills:
short A Planning Tool for Childcare Providers
• Use subtitle if
more focus is
FUNDING
needed Submitted to: AGENCY
• Avoid filler Children’s Literacy Coalition
words Healthy Foundations Program
• Single 3548 Avonlee Lane
sentence Ottawa, ON
L4W 5Cl
• Provide key Phone: 1-800-977-4321
idea of project
Funding Agency
• Ensures funder PROJECT
you know who Submitted by:
Little Tots Daycare PROPOSER
proposal is
going to 154 Playground Road
Anytown, Manitoba R7G 2N3
• Sign of respect Phone: (204) 555-1234
Project Proposer DATE Submitted:
• Tells who the SUBMITED November 12, 2005
proposal is
submitted by ENDORSEMENT Mary Young .
• Easy access SIGNATURE Chairperson
to contact
information
TITLE PAGE
Submission Date
• Used for
reference by Other information that may be included on the Title Page…
the funding • Names and / logos of project partners
agency
• Photograph that supports your project (if appropriate)
Endorsement • Additional contact information (fax, email, mailing address)
Signature • Name of the project contact person
• Confirms the
organization’s Exercise: Develop a suitable title for your project idea.
approval of the
proposal
___________________________________________________
submission ___________________________________________________

___________________________________________________
Use the Title Page Checklist below to ensure all necessary information has been included
on the title page of your proposal.
Title Page Checklist
_____ 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
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 sums
up 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 project
beyond your project area (transferability)
• Identify any long-range consequences if the need is not addressed now

• 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

_____ Purpose statement is clear and strong
_____ Stated need is important and also
solvable (no doom & gloom)
_____ Need directly relates to purpose and goals
of the proposer
_____ Target client group is clearly stated
_____ Need focuses on value to client group
_____ Need is supported by third-party research
or evidence
_____ Evidence is up-to-date and specific to the
problem / opportunity
_____ Evidence is provided in order of
importance
_____ Good balance between volume of info
presented 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 adjust
accordingly.
Comments: _______________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________

____________________________________________________
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 third
paragraph, 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 funding
with 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: _______________________________________________________________
______________________________________________________________________
______________________________________________________________________

Use the Introduction Checklist below to ensure all necessary

Introduction Checklist
_____ 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 ability
to 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 and
thought-provoking
_____ States any steps taken to date
accordingly.
Comments: ________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________

____________________________________________________
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
NEED
GOAL GOAL
OBJECTIVE OBJECTIVE OBJECTIVE OBJECTIVE

R ealistic
T imely
Use the Goals & Objectives Checklist below to ensure all necessary
Goals & Objectives Checklist

_____ One-two goals have been identified for
each need determined in the needs
assessment section
_____ At least one objective has been identified
for 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 benefit
from the project
_____ Identifies outcomes in numerical terms
(if possible)
accordingly.
Comments: _______________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________
___________________________________________________

____________________________________________________
____________________________________________________
METHODOLOGY
The methodology section includes information on the solution, the timeline for activities,
the client group (beneficiaries), staff and administration requirements, sustainability
issues, and reporting and evaluation processes.
The Solution
• Client group to benefit from project
WHO
• Benefits to others beyond your service area
• Clear descriptions and explanations of project activities
WHAT
• Operational technicalities are clearly explained
• Reference to previous work done (and when it was done)
WHEN
• Indication of project length including start and end dates
• Indicate the service area for the project
WHERE
• Identify specific locations for activities such as training space
• Reference to the needs assessment and project objectives
WHY • Rational behind this course of action over alternatives
• Importance of activities to client group
• Unique and innovation solutions (competitive edge)
HOW
• New approach to old ideas
Purpose: To provide a detailed project description that clearly supports achievement of

the identified goals and objectives

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 issues
concerning the need
• State any supporting data and reference to its location in
the appendix
• Indicate project will encourage groups to partner to address
need (if applicable)
Use The Solution Checklist below to ensure all necessary

The Solution Checklist

_____ Flows naturally from problem statement
and 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 be
accomplished 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

accordingly.
Comments: ________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
Jan Feb Mar Apr May

Recruit new staff
Staff training
Prepare program material
Recruit 50 participants
Conduct program
Evaluation
Timeline
Purpose: To illustrate the
timing Project Task Date of Completion sequence of
project activities and
completion Recruit new staff January 25 date
Staff training February 18
When developing
Prepare program material March 31
the structure of your
timeline… Recruit 50 participants April 5
Conduct program April 28 • Consider
every Evaluation May 15 project
activity
• Ensure the timeline is clear, complete, accurate and realistic
YES NO
START CHOICE ACTION CHOICE END
NO YES
ACTION ACTION

Adjust
Project
• Ensure it fits with the needs of clients, partners or resources

involved
• Could use charts, graphs or tables to show tasks and
subtasks
Gantt chart: a time-phased bar chart that represents the timing and
duration of the various sequential phases of a project.
Table: a table that indicates the tasks to be completed and the

planned 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

• 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 or
may not be a requirement of your project, but if it is, incorporate the following
information 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 _______________________

___________________________________________________

___________________________________________________
___________________________________________________
___________________________________________________
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 outside
evaluator 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
_____ Formative evaluation techniques have
been clearly identified
_____ Indicates how formative results will be

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
Comments: ________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
Reporting
Purpose: To identify process of sharing project results
Methods for sharing results…
_______________________ _______________________
_______________________ _______________________
_______________________ _______________________
_______________________ _______________________
_______________________ _______________________

_______________________
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 adjust
accordingly.
_____________
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
_____________
___________________________________________________
_____________ ___________________________________________________
_____________

___________________________________________________
ABC Partner
Proposer Project Total
Program In-kind
Personnel: wages, salary, benefits
4,000 6,000 2,000 12,000
11 months x $1000 plus 11% MERCS
Consulting services 5,000 5,000
1
Training 2,500 1,500 4,000
Materials & supplies
Communication: phone, postage, fax, I-net 1,000 1,500 2,500
Advertising & marketing 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
___________________________________________________
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
___________________________________________________
___________________________________________________

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
_____ Categories meet funding program
requirements
_____ All expenses are included
_____ Costs have been verified for accuracy
_____ All revenue sources are included
_____ Other sources of contributions have been
confirmed
_____ Appropriate level of detail is provided
_____ Footnotes are complete and accurate
_____ Funding request meets funding guidelines
accordingly.
Comments:

______________________________________________________________________
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 Health
Canada survey indicates…)
• A quote from client, agency or public figure as an opening or as supporting
evidence
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

• 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, it

should only include supporting documents that are relevant and
necessary. If an appendix item is not referred to in the proposal,
do not include it in the appendix. Check with funding agency to
confirm 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 or
subcontractors
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
_____ Proposal presents an original idea
_____ Solution is interesting and practical
_____ Rational for project is strong
_____ Purpose is clear and compelling
_____ Outcomes are clear

_____ 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
Comments: ________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
____________________________________________________
THE LETTER PROPOSAL

A letter proposal may be requested by a funding agency. Generally two to three pages in
length, 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

• Mission statement
• Brief description of programs and activities
• Main client group
• Service statistics
• Staff, Board of Director and volunteer information
4. 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 responds
to the proposal. It is important to follow generally accepted
principles when writing professional documents.
Follow these guidelines to increase the attractiveness and

readability of your proposal.
• Proper use of white space
_______________________________________________
_______________________________________________
_______________________________________________
• Avoid ‘Rivers of White’

Polishing the Proposal~ Section 5
_______________________________________________
_______________________________________________
• 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

• Give each figure a descriptive title
An effective graphic is readable, understandable and makes a

needed 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 the
proposer
• 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 than
10 seconds
Overall message of the graphic is understood in
less than 30 seconds
Graphic’s message is clear without reading the
title or action caption

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 intended
message
Message conveyed is one the reader wants to needs to know
Graphic complements / supplements the text with minimal
redundancy and enhances the message
Action caption matches the graphic, summarizes the graphic and
enhances the message
Graphic sells the theme or feature and the resulting benefits of the
proposal
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

• Sentence patterns, sentence length, sentence openings,

paragraph sequencing
Structure
Goal: ____________________________________
If you try to write and Read: ____________________________________
edit at the same time, • Message follows logical order
you will do neither.
~ Charles H. Sides • 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 placement
of 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 are
editing 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)

• 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

_____ 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 the
document.
Comments: _________________________________________
_____________________________________________________
PACKAGING
First impressions are lasting so ensure that an appropriate package is sent to the funding
agency 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.

Packaging Checklist
_____ Binding is neat and attractive
_____ Packaging is not excessive reflects
appropriate message
_____ High quality copy is being sent to the
funding agency
_____ Appropriate number of copies have been
prepared
_____ Electronic copy is ready for transfer (if
applicable)
_____ Only the material requested by the funding
agency and materials that directly support
the proposal have been included
Review any of the items that did not rate a five (5), make
appropriate changes to the packaging of the proposal.
Comments:
Funding Agencies
GENERAL EVALUATION PROCESS

Proposals may be evaluated by an individual or a committee. Often
proposals will be subject to a short-listing process before going to
the 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

Funding Agencies~ Section 6
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: _______ ___________________________________________________

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 for
another organization
7. The funding agency’s priorities and interests have changed
8. The proposed project does not allow for the highest and best
use of the agency’s funds
9. The proposer failed to demonstrate fiscal accountability
10. The proposer has used the ‘shotgun’ approach in seeking

funding 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 the
funding proposal.
• Call approximately one week after submission
• Emailed copy? Request verification of receipt (software and
recipient)
• Determine how and when you can expect to be contacted
• Be prepared to answer questions about the proposal or
provide 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

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. The

Survival Skills and Ethics Program, University of Pittsburgh
Levine, S. Joseph Ph. D. Guide for Writing a Funding Proposal.

www.LearnerAssociates.net/proposal

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The Writing Process .................................................................. 3

Proposal Preparation ................................................................ 8

Writing the Proposal ............................................................... 14

Swan Valley Enterprise Centre

Funding Agencies .............................................................. 42

Introduction to Proposal Writing

Proposals are written to achieve one of the following objectives…

The main characteristics of a good proposal are…

• Thorough in research and preparation

Swan Valley Enterprise Centre Page 1

TRUE OR FALSE QUIZ

Page 2 Swan Valley Enterprise Centre

The Writing Process

One idea = One Sentence

Swan Valley Enterprise Centre Page 3

CLARITY & CONCISENESS

Avoid inflated words

Trimming Wordy Phrases

• Despite the fact that Although • Is able to

• On the occasion of When • It is possible that May

Page 4 Swan Valley Enterprise Centre

Swan Valley Enterprise Centre Page 5

DO NOT HEDGE OR WAFFLE

USE APPROPRIATE TONE

Page 6 Swan Valley Enterprise Centre

SENTENCE AND PARAGRAPH STRUCTURE

Writing Tips & Hints

Swan Valley Enterprise Centre Page 7

Write Proposal ____% effort

Rest _____ hrs

Edit & Revise ____% effort

Goals of the proposal are to…

ANALYZE THE READER

A local non-profit organization has a great idea to address a

There is a funding agency that has the same concerns as the

Aha! If these two can effectively come together to share their

Page 8 Swan Valley Enterprise Centre

Sources of Funding Program information…

Funding Program Guidelines

Swan Valley Enterprise Centre Page 9

Funding Program Checklist

Page 10 Swan Valley Enterprise Centre

GATHER PROJECT DETAIL

___ Client group to be served by the project

Swan Valley Enterprise Centre Page 11

Mission / goals / objectives

Client group (beneficiaries of project)

Proposing organization qualifications

Timeline for project completion

Detail required in proposal

Other project partners

If the funding program looks like a good match, you should

Page 12 Swan Valley Enterprise Centre

ORGANIZING THE INFORMATION

What the reader already knows ____________________________________________

What the reader needs to know ____________________________________________

What the reader wants to know ____________________________________________

Point #1: ______________________________________________________________

Point #2: ______________________________________________________________

Appendix items to be included

Swan Valley Enterprise Centre Page 13

Writing the Proposal

_________ _ Describes reports to be produced