PROPOSAL WRITING HANDBOOK
Dr. R. S. Zaharna
Fulbright Scholar
Center for Studies, Consultations
& Technical Services
An-Najah National University
Nablus
June 1997
(Internet: June 2001)
Components of a Proposal
Tips for a Successful Proposal
Developing a Two-Way Relationship with the Funder
Goal Worksheet
I wish to thank An-Najah National University, and specifically its president, Dr. Munther Salah, and Dr. Abdelfatah Abu Shokoor, the Director of the Center for Studies, Consultations and Technical Services, who provided encouragement and assistance for the preparation of this workbook. I also thank the Fulbright Commission which has made my stay at An-Najah possible. Finally, and always, many thanks to my supportive family Reema, Yahya, & Ibrahim!
rsz
It was once said that a nation in the midst of development is a nation in a hurry. Perhaps no where is this phrase more true than in Palestine today. We are very much "a nation in a hurry." We are eager to build our institutions, reform our educational system, develop our infrastructure, create an efficient health care system -- build a nation.
However, while our goal is clear and our energy great, our resources are limited. Where will the resources come from? One source is the great amount that is available through outside, international sources of funding. Many funding agencies are willing and eager to provide funding for development projects. Some are especially keen on helping Palestinian institutions. Also, many research and academic foundations have as their primary mission the goal to increase knowledge and understanding in a particular field of study. A creative academic can design a research program that not only meets the Funder’s scholarly mission, but which also provides valuable information for development projects.
Funding clearly exists. The challenge is how to obtain it.
This workbook was written with the goal of helping Palestinian institutions and individuals develop high-quality, professional proposals for Western funding agencies. Poorly written, undeveloped, and unsophisticated proposals do not get funded -- and these types of proposals are obvious to a Funder who must review hundreds of proposals a year. Successful proposals are also obvious. Successful proposals have a professional appearance, a powerful idea that is clearly explained, and a persuasive argument that makes the Funder eager to say "Yes!"
There is a technique to writing successful proposals. First, one needs to develop a sophisticated approach to thinking about and writing a proposal. Second, one needs knowledge of the components of a proposal; what is the purpose of each component and how should it be written. Finally, one needs to know how to combine these various components in order to present a complete proposal package.
This workbook takes a step-by-step approach, look at each of these three elements. The first section looks at the "Thinking" behind a successful proposal. The second major section examines each of the proposal components and how to write them clearly and persuasively. The final section provides the "finishing touches" on how to assemble a high-quality, professional proposal.
Throughout the workbook, I have included hints or tips. I learned these points through making many mistakes -- I was NOT successful when I first began preparing proposals. But, I took the advice of a wise person, "If you submit a proposal, you may or may not get funding. However, if you do not submit a proposal, it is guaranteed that you will not get funding. Be persistent! Apply and re-Apply!"
I advise you to do the same -- "Be
persistent!" Develop your proposal writing skills, develop excellence.
Your success, God willing, will follow.
This section provides an introduction to the proposal writing process. It lists the basic components that are found in successful proposals and discusses important points to remember when developing your proposal idea.Components of a Proposal Tips for a Successful Proposal Developing a Two-Way Relationship with the Funder Worksheet for Matching Goals
A complete and professional proposal consists of several important components, which together, give the Funder a full picture of what you want to do and why. Although you may find that Funders use different terms for the various components, you want to make sure that your proposal contains all of these essential components.
2. Application Form
This is an official form which a Funder
may require from people wishing to submit a proposal. Not all Funders have
application forms.
3. Proposal Text
Most proposals consist of several sections
or parts. The first section, "Project Proposal" provides information about
what you want to do and why it is important. The section, "Project Methodology"
discusses how you will do it. The third section, "Project Evaluation,"
tells what you expect to achieve and how you will demonstrate or evaluate
these achievements. The final section, "Project Budget," presents how much
you expect each item for the project to cost and why each item is important
to complete the project.
4. Resume / Curriculum Vitae
Resume is usually the term used for professionals
such as managers, engineers, administrators, etc. who want to highlight
their professional experience. Curriculum Vitae is usually the term used
for academics who what to highlight their education, university teaching,
and publications.
5. Reference Letters (if required)
Some Funders may ask for "Reference Letters"
or have "Reference Forms" which they will ask you to submit as an attachment
to your proposal.
Even before your begin to write your proposal, you want to keep the following important points in mind.
3. Know your goal
5. Know your Funder -- Think of the
Funding RELATIONSHIP
Many people make the mistake of thinking
that the proposal and awards are one-way: YOU --> $$$ --> ME.
Or, you give me money.
You want to think of the proposal as a two-way RELATIONSHIP between you and the Funder. What can you offer or give to them? How much do you know about the Funder so that you know what to give in this two-way relationship? Because this point is so important, the next section looks at how to develop this relationship.
6. Follow the Funder’s Procedures &
Work with THEIR SYSTEM
Nearly all Funders have specific procedures
which they request that applicants follow. It is important to learn the
procedures and follow them exactly. Because Funders usually receive so
many applications, it is easy to simply disqualify an applicant who does
not follow the procedures. You want to follow the rules carefully, pay
special attention to every detail, respond immediately to any requests,
and show that you are competent, able, and cooperative.
Don’t try to change the rules or
make yourself into a "special case" that needs "special attention." To
a Funder who must work with many proposals, a "special" case usually means
a "problem" case -- the person has difficulty understanding the procedures,
isn’t competent or professional, can’t meet deadlines, or can’t follow
simple directions -- this is a bad sign from the very beginning.
7. Make the language CLEAR
I am a native speaker of English.
BUT, before I submit any proposal, usually ask several people to read over
my proposal to see if they can understand the general ideas I am trying
to convey. After I do that, I hire a professional editor to review and
edit my writing so that the language flows effortlessly for the reader.
Why? Because researchers have discovered that proposals that can be read in one sitting have a greater chance of being accepted. A reader who must struggle through the language is less likely to read the proposal in its entirety or understand the real aim or significance of the proposal’s purpose. Also, the money spent to hire a good editor is minimal compared to a proposal award worth $60,000, or $8,000.
1. Learn as much as you can about the
Funder.
The more you learn about the different
funding agencies, the more knowledgeable and sophisticated you will be
in preparing your proposal. You will become aware of very important distinctions
between the different Funders and learn to write and speak in a language
which is suitable for each. Some questions to ask:
3. Speak the Funder’s language.
You can even use some of the same language
and wording from the Funder’s materials in your proposal. For example,
if the Funder talks about the "important role higher education plays in
development," you can include the phrase "the importance of higher education
in development" in your proposal.
4. Include the Funder’s name.
Just as you would use the person’s name
when you are talking to someone, you can use the Funder’s name in writing
your proposal.
Example:
"I was enriched by that opportunity to help bridge cultures and peoples
through my expertise in communication. Now, through this Fulbright scholarship,
I am hoping to do the same once again."
5. Try to match your goal with
the Funder’s goals and requirements.
MOST IMPORTANT -- find out what
the Funder’s goals are and then try to prepare your proposal so that it
specifically addresses the Funder’s goals. Be creative. Learn to be flexible
-- change the time period you think you need to match to time period of
the grant, or think of how one aspect of your project can possibly fit
with an interest of the Funder, or break your project into smaller units
to match the funding amount available.
Some researchers or institutions
insist that their project can only be done in a certain way. Unfortunately,
this very rigid thinking causes them to lose valuable funding opportunities.
The irony also is that those who do get funding awards, continue to get
MORE and LARGER awards in the future. Why? Because even if the person/institution
received a small grant in the past, this shows the Funder that others have
been willing to invest money in this person/institution and thus the current
Funder is more likely to invest also.
I would recommend using this worksheet to outline your goals and the Funder’s requirements. With this information in front of you, you can then begin to construct your proposal.Funder’s Goal & Your Project
The first section of your proposal presents what you want to do in your project, program, or research and why it is important. Although Funders may use different terms -- or even no terms -- you want to make sure this section includes the following important elements:
The project statement is a short, clear statement that gives the main idea of the project. Usually the project statement is one or two sentences, and not longer than a paragraph.Because Funders have many proposals to review, they like to see what the person intends to do in the very first sentence. So, even if there is not specific "Project Statement" required, I would recommend writing a project statement and putting that sentence as your first sentence.
The project statement should answer the questions of who, what, why, when, and how.
- WHO -- who is the target audience, who will benefit from your project
what major activity?
- WHAT -- what is the goal / objectives of the project?
what are the long-term benefits?
- WHY -- why is this project important / what is the immediate benefit?
- WHEN -- what is the time period for the project?
- HOW -- how will you achieve your goal or objectives?
NOTE: Look for the who, what, where,
when, why, and how in each of these project statements.
Example A
The aim of this project is to provide a series of week-long proposal writing workshops for professionals and academics in major Palestinian institutions. The goal of these workshops is to help Palestinian institutions increase the quality of the proposals they submit to international funding agencies so that more institutions will be successful in receiving the necessary funds to achieve their development goals.Example B
The proposed counseling project seeks to provide professionally-trained guidance counselors throughout the Palestinian public school system over a two-year period.Example C
The goal of this research project is to identify major factors that influence foreign investors in their decision to invest in the local Palestinian economy. This information will help policy makers and the local community provide a more favorable environment for investors.
The Project Rational provides important and relevant information about how the problem developed and what its current status is. The section should present a clear and pressing problem that needs a solution. Your proposal should show how your project will address some aspect of that solution.The Project Rational is usually about 2-3 pages. Each paragraph contains a main idea that is developed. This section is important because it gives the Funder a good idea about the expertise and knowledge of the proposal writer.
It is important in this section to research your information carefully. The more you can use specific numbers and information, the more knowledgeable you will appear to the Funder. This will help build your credibility with the Funder. This is also the section in which you can begin to build a strong argument that can persuade the Funder to accept your idea.
What
to include in PROJECT RATIONAL
1. Present a clear and pressing problem.
Most Funders receive many proposals, and usually much more than they have money to fund. Because of this, Funder tend to prioritize, or put the most important projects first. In order to convince the Funder to give the highest priority to your project, you must show that there is a great need or urgency for doing your project at this time.To show a great need, you can tell how many people are affected, or how many people will benefit from your project. You can talk about how long the problem has existed, and what the consequences have been. Use numbers and statistics. Explain why it is important to act now. Explain each point you are making. Make sure the importance of the problem is clear -- not just to you, the Palestinian people who can see the problem daily -- but to someone reading your proposal who may be living thousands of miles away and who can only see the problem by what you explain to him.
2. Provide important background information.
Part of presenting a clear and pressing problem is explaining how the problem began and how it has developed. You want to research the problem and become very knowledgeable about every aspect. Although you cannot present too much information, you do want to be able to put the problem in context.3. Give current status of the problem.
After you have provided background on how the problem developed, you then need to discuss what the current status of the problem. How many people are being affected? Why is the problem continuing? What are the ramifications or consequences of the problem if it continues?
4. Show how your project will provide a solution to the problem.
The final step is to propose your solution to the problem. You do not have to solve the WHOLE problem. In fact, it may be unrealistic and even unwise to tackle a large problem at one time if it is a developmental problem that needs to be addressed in stages. However, you must show clearly how the project you propose will address some aspect of the problem. Highlight what you expect the benefits will be by doing the project, how many people will benefit, etc.
Ways to make the PROJECT RATIONAL stronger
1. Try to contrast a VERY BAD problem
with a VERY GOOD solution.
The format I outlined above is really
a based on a persuasive technique. First, you present a big, bad problem
(you magnify the problem, make it big). Second, you show the consequences
of not solving the problem (you create urgency). Third, you solve the problem
(you give a specific solution that will provide timely and significant
benefits).
You can use this technique when writing your project background. When you describe the problem, you want the problem to appear big, bad, important, and urgent. When you describe your part of the solution, you want it to be specific, beneficial, significant, and timely.
2. Use research to demonstrate your
knowledge and expertise.
In this section, you have the chance to
show your knowledge and expertise. You can do this by carefully researching
the problem and providing detailed information. Try to avoid being general
or vague. For example, instead of saying "many Palestinian institutions
are affected," try to provide statistics, "approximately 250 institutions
throughout the West Bank and Gaza are affected." In addition to showing
your knowledge on a subject, numbers help show the magnitude and importance
of a problem.
3. Only provide information that directly relates to the problem.
Sometimes people put too much information in their proposals. Instead of talking about how and why their specific institution developed, they go back to the beginning of the conflict and talk the development of the Palestine Question and the importance of the Intifadah. The Intifadah was very important. But, books have been written on it. Also, most Funders are familiar with Palestinian history, including the Intifadah. However, what they may not know is the relationship between the Intifadah and your institution or research. This may be important. If it is, this is what you need to focus on.
NOTE: Even if the reader only reads
the first sentence of each paragraph, he can quickly grasp the central
problem and what needs done. Usually, the first sentence gives the main
idea, and the rest of the paragraph provides additional detail.
"As more and more Palestinian institutions seek to participate in the development process of their society, they are finding that there is a strong competition for limited resources and funding. Increasingly, these institutions are having to turn to outside donors for financial support.However, while international funding is available, the Palestinian institutions must first write a funding proposal. An institution’s ability to write a strong, clear, and proper proposal has become absolutely critical to the institution’s success in receiving the necessary funding. Poor proposals do not get funded -- no matter how "great" the researcher’s idea or institution’s program may be.
Unfortunately, many Palestinian institutions and researchers are unfamiliar with the necessary components of a successful proposal. Others do not understand the proposal writing process or the funding procedures. Cultural barriers and misunderstandings may also defeat a well-conceived idea or needed program.
The aim of the proposed project is to provide institutions and academics with the knowledge and skills they need to prepare successful proposals. The project consists of a series of workshops, each addressing the individual skills and knowledge one needs to know about a proposal’s components. The trainer will help the participant’s identify critical ingredients that are often overlooked because of lack of familiarity or cultural reasons."
The Project Objectives outline specific activities to achieve your project or research goal. Usually Project Objectives are presented in a set format and provide specific information about the who, what, where, when, and how of a project.
To prepare your project objectives, you want to do the following:
- List each objective;
- Begin each objective with the word "To" followed by a verb;
- State the target audience;
- Try to give time frame;
- Be specific;
- Show concrete or tangible ways to measure objectives; and
- Put a semi-colon ( ; ) at the end of each sentence or objective.
Example
The specific objectives of this SAMPLE project include:(a) To provide basic information to Palestinian professionals about the proposal writing process;
(b) To improve the quality of the proposals submitted by Palestinian professionals, academics and institutions to international funding agencies; and
(c) To develop a cadre of trainers who can teach the proposal writing process in the future.
The Project Significance may reinforce some of the points you may have made earlier in the Project Rational. However, by putting a separate section, you have the opportunity to strengthen your argument for your project even more. In this section you want to try to highlight some of the points below.
- Emphasize why project is important.
- State why project should be done at this time.
- State why the methodology you propose is best.
- State who will benefit and why (target audience).
- Give long-term, wider benefits of project.
- State how project fulfill the Funder’s goals.
Institutions presenting proposals for projects
or programs, tend to use the "Project Formulation" format. Academic
Researchers want to use the standard "Methodology" format, similar to what
they used in their graduate research studies. Because the academic
methodology is standard for most researchers, I will concentrate on the
"Project Formulation" format. Academics may wish to borrow some of these
components if they serve to strengthen or clarify the methodology.
If you are an institution talking about developing a program, you will probably want to use the terms "Project Formulation." The term "Project Methodology" is usually used by academic researchers.The Project Formulation usually contains several critical ingredients:
1. Project Objectives (if not previously stated, or sometimes restated) 2. Project Organizational Structure and Personnel 3. Target Audience 4. Project Activities and Implementation 5. Project Evaluation*
* "Project Evaluation" is an important
element of both research and institutional proposals. It is discussed as
Section IV of the Proposal.
Sometimes the Project Objectives are put or are restated even more specifically in the Project Formulation section of a proposal submitted by an institution. Note the detail of the Project Objectives in the example below.Sample:
Aims & Target Objectives
The overall aim of the proposed project
is to develop an in-school counseling program for the Palestinian school
system. Delineated within this broader goal are three specific objectives:
(1) to provide counseling services for 500 schools, with a total pupil
population of 227,100; (2) to develop the awareness of school personnel
of the role and benefits of counseling within the school; and (3) to provide
professional training for school counselors and supervisors.
Because more money is usually involved institutional awards than in individual ones, showing accountability and responsibility is an important part of an institution’s proposal. This can be done by discussing the organizational structure of the institution and highlighting those departments or individual who will be directly involved in the project. If outside personnel such as consultants or trainers will be hired for the project, they should also be included under some branch of the institution.
You can present the Organizational Structure first in narrative form, using sentences and paragraphs to present who is in charge of what and what their responsibilities and duties are. You may then want to present an "Organizational Chart" to show the chain of responsibility.** Reminder: You want to include the resumes of all personnel associated with the project.
You may have referred to who will benefit and why from the project in the Project Significance section. As part of the Project Formulation, the target audience should be identified with specific numbers. Note the detailed presentation of the example below. First the target audience is presented in narrative form. Directly below it is a visual presentation, followed by more details.Sample:
Target GroupWhile the program focuses on developing the skills of counselors, the ultimate beneficiaries of the program are the school pupils. By helping pupils overcome their psychological problems, the number of pupils who drop out will be reduced. It is also expected that pupils’ achievement will improve. The student distribution is presented below.
Directorates Pupils* School Counselors Counseling Supervisors
Gaza 108,800 68 02
West Bank 118,300 120 11Total 227,100 188 13
It is hoped that the program can be expanded to include the total student population for Gaza and the West Bank. Currently in Gaza, 108,800 pupils out of a total of 126,210 pupils and 136 public schools out of a total of 150 public schools are participating in the counseling program. In the West Bank, 188,300 student out of a total of 321,621 pupils and 364 public schools out of 927 public schools are covered in the counseling program.
The next thing you need to discuss in the Project Formulation are the specific activities. If there are several different types of activities, they should be grouped together and put under specific short headings, such as "Training," "Research," or "Pilot Project."Each activity should be discussed as clearly and comprehensively as possible.
The best way to do this is to go step-by-step. Write as if you were writing how to bake a cake or how to assemble the engine of a car. What do you do first? What do you do second? What you do third?
When you present each step, explain why it is important. Explain why it is the best approach. Explain how it relates to the step before it. Explain how it relates to the overall project goal. Explain. Explain. Explain.
Proposed Activities (checklist)
- what are the specific activities?
- are activities stated clearly?
- do activities clearly relate to the project goal?
- are the activities achievable?
- is the personnel qualified to conduct the activities?Resources
- what resources are available?
- what additional resources are needed? why?
The Pre-assignment Orientation Session consists of 30 hours of training for the 13 counseling supervisors and 188 counselors (201 total trainees). It is envisioned that there will be 10 sections of this Orientation session with approximately 20 trainees in each section. The Pre-assignment Orientation Session will cover such topics as self-exploration, characteristics of counselors, and how to write a counseling plan for the school.
** ETC., each training level is
discussed in the same manner.
2. School-Based Pilot Project
About 200 schools will be selected to
participate in a school-based pilot project aimed at strengthening the
efforts of individual schools to incorporate counseling efforts in their
school. Each school will work closely with one counselor. A school will
be accepted into the project only if two-thirds of its staff have shown
commitment to the required training and a willingness to participate actively
in the activities.
Each school participating in the pilot
project will receive a set amount of funds which it can use to develop
counseling related activities. The objective of these activities are to
help improve student-teacher relations, the school environment and students’
motivation to learn, and teacher awareness regarding social problems that
their students may encounter at home. Such activities may include holding
parents’ meetings and seminars, enhancing the school environment, and improving
the existing counseling facilities.
3. Evaluative Research & Assessment
Studies
The Ministry of Education plans to conduct
research surveys of key publics within the school system. The Ministry
views these studies as critical to its ability to identify problem areas,
to monitor program implementation, and to assess the overall effectiveness
of the Counseling Development Program. The Ministry envisions a total of
five separate studies.
*** ETC. Each of the 5 studies are then explained in detail.
This section looks at the elements of the evaluation procedures. It is important for both institutions and individuals to state what they expect to be the project outcome or results and show how these results can be demonstrated.
1. State specific, tangible goals of
project or "project outcomes."
Funders want to see that they are getting
something for the money that they have invested in your project. You want
to be able to give tangible results that state the benefits of the project.
General or vague results are difficult to evaluate. They make it difficult
to determine if a project was successful or not. If you can provide clear
a method for evaluating your project, it will be helpful for both you and
the Funder in determining the project’s success.
Examples:
Examples:
3. Highlight "Project Sustainability"
Often, Funders contributing to development programs are concerned not only with the immediate results, but the long-term results as well. They want to see that the benefits of the project will not stop after the project funding ends. For this, they are looking for "Project Sustainability." They want to see what activities are in place which will help this project continue into the future. You want to stress project continuity throughout your proposal when you discuss the various features. You may also include a special heading under your Evaluation Procedures which discusses project sustainability.
Often it is helpful to include a "Timeline" to show when you will conduce each activity. A timeline is useful because it immediately shows the relationship among the activities. I usually include the Timeline at the end of the proposal, after Project Evaluation, since by then I have discussed all of the activities of the project.Sample: Time Sequence (narrative form)In preparing your timeline, you list the time sequence (hours, days, weeks, or months) across the top of the page. You list the activities down the side of the page. Then, for each activity, you write the name of the activity and mark of the duration for the activity. First you give a narrative statement of the time frame for the activities. Then, you can provide the visual representation of the timeline.
The proposed project will be implemented over a two-month period. The first two weeks will be devoted to collecting information on the selected institutions who have agreed to participate in the study. The following two weeks will be devoted to interviewing key personnel identified in the project methodology. The fifth and sixth weeks will be devoted to analyzing the data and writing up the research findings. The seventh week will be used to prepare and present the research findings, in their preliminary form, to the conference committee. The eighth and final week will be used to prepare the final report.Sample: Project Timeline (visual graph form)
ACTIVITY Week 1 Week 2 Week 3 Week 4 Week 5
Train Interviewers _______>
Conduct Interviews
______>
Analyze Data
________________>
Prepare Final Report
______//
PROPOSAL SECTION VI:
BUDGET
Some Funders require you to prepare a budget. This section looks at tips for preparing a budget and then provides a sample budget and budget rational.
1. Think like an accountant.
In your budget you want to demonstrate sound financial planning and management. You want to think very careful about how much money you need for each specific budgetary item. What is necessary? Look at each item and be very specific and provide details. How much does each unit cost? How much will 3 units cost? How much does something cost for 6-months? for three-years? How much is the salary if the person is only working 25% of the time for 2 years?Some people make the mistake of giving just a general amount. For example, the project will cost $5,000. Then, they do not say specifically how the money will be used. This type of thinking does not show responsible financial management or any kind of financial planning. It is a clear sign to the Funder that the person may be unable to manage his project responsibly.
2. Include all expected costs.
It is important to show responsible financial planning. To do this, try to be very specific and accurate about what items you really do need -- and include all of them with their specific, detailed costs.It is equally important not to make up items or adding extra items. Some people try to "play" with budget and put in items that they don’t need in order to get more money than they actually need. No matter how much one tries to hide these items, they usually standout. Funders take great offense to this practice. If, however, you plan your budget carefully, and include all the necessary items you will probably find at the end of the project that you have more than enough funds to complete your project.
3. Find official or documented sources to obtain cost amounts -- do not guess.
Again, you want to think like an account and be professional in where you obtain the cost estimates for your budgetary items. Try to locate official sources to quote exact amounts of items. For example, if your project requires you to travel to France, call a standard air carrier and get the estimated amount for the time period you intend to travel. If you will be staying France for two days, call the French Consulate and try to find the average cost of a hotel room. Find the official per diem rate. You can find standard costs for equipment by contacting the procurement office of one of the ministries.Some people do not know how much an item costs, so they guess. Others, think about how much they paid for a similar item they bought for their home, and put that amount. This is okay for one’s home, but not for a professional budget. For every item you include in your budget, find an official source to quote the amount you are using. This is the way Funders calculate their budgets, so you need to do the same.
4. Be specific and accurate about all figures you quote.
Once you obtain a cost estimate from an official source, state the amount accurately. Do not try to exaggerate the amount. Funders take offense to this practice. Also, because most Funder have worked with so many proposals, any type of exaggerated amount will usually standout.
5. Use a standard budget format.
Even if you are not an accountant, your budget should look neat and professional. Usually budgetary items are listed in a specific order: (1) Personnel costs; (2) Equipment costs; (3) Travel; (4) Training costs; (5) Materials and Office Supplies. Under each of these headings, list each specific item and its cost. Make sure the number columns are correctly ordered and the $ signs in their proper place. Underline subtotals and total amounts.
6. Show brief calculation of cost in the itemized budget.
In the "Itemized Budget," you only need to put very brief, math calculations for each item. In the "Budget Rational," you need to explain how you made each calculation and state the item’s importance to the project, even if it is something obvious like office supplies.
The next pages show a sample itemized budget for a research project that I made up. I did not include all the items, but only the main items to give you an idea of how to present the different items and how to order your budget. For your own project, you want to include all items.Sample: Project Overview
I am a communication scholar working in one of the research centers of a Palestinian university. As part of my research in public communication, I want to learn what are the best ways to communicate health information to specific audiences within the Palestinian society.For my sample research project, I want to conduct two surveys of the mothers in Balata refugee camp about their knowledge of nutrition and personal hygiene. The first survey will be one month before the Palestinian Ministry of Health conducts its nutrition information and education campaign. The second survey will be conducted 6 months after the health campaign.
I want to study the types of information materials that were used in the information campaign and then see if there was any change in the mother’s knowledge following the campaign.I am the "principal investigator," or the one who is primarily responsible for this research project. I have determined that I will need help conducting my research, so have included a research assistant, an statistician, and a typist in my budget.
Because the university center I am working with has limited resources, and because the Funder specifically allows for "Equipment," I am including office equipment as part of my budget.
Because the information I will learn from my project is important to international organizations involved in development projects, I want to present my research findings at an international conference. The Funder also specifically allows for "Conferences and Travel," so I am including this as part of my budget.
Finally, there are materials and general supplies that I will need for my project, I am listing each one of these.
AGAIN -- I made this ALL up. It is an EXAMPLE!
Research Project (for 2 Years)
Project Personnel
1. Principal Investigator
(salary; 25% of time devoted
to project for 2 years)
$6,000
2. Research Assistant
(120 hours @ $5 per hour)
600
3. Statistician
(50 hours @ $10 per hour)
500
3. Typist
(75 hours @ $2 per hour)
150
Subtotal Personnel $7,250
Project Equipment
1. Computer
(2 computer @ $2,500)
$5,000
2. Computer modem
(2 computer modem @ $350)
700
3. Computer printer
(1 computer printer @ $2,000)
2,000
4. Computer supplies
($750 x 2 years)
1,500
5. Computer software
(1 statistical package @ $350)
350
6. Video camera and accessories
(1 video camera @ $2,500)
2,500
Subtotal Equipment $12,000
Conference Travel
1. Airfare
(1 round-trip ticket to France)
$ 850
2. Hotel accommodations
(4 nights @ $150 per night)
600
3. Food and expenses
(4 days @ $45 per day)
180
Subtotal Conference $1,630
Materials & Supplies
1. Paper and office supplies
($450 x 2 years)
$900
2. Photocopying
($125 x 2 years)
250
3. Postage, fax, and telephone
($325 x 2 years)
650
Subtotal Materials $1,800
PROJECT TOTAL $22,680
__________________________
Sample Budget Rational: Research Project
Project Personnel
1. Principal Investigator: Principal investigator will devote 25% of time over a two year period to conduct project. Figure calculated on a base salary of $12,000 per year.
2. Research Assistant: Research assistant
is needed to provide 120 hours of work. Figure calculate at standard rate
of $5 per hour.
Project Equipment
1. Computer: Request two computers, 1 computer for principal researcher and 1 computer to be shared by the research assistant and statistician. Figure calculated at $2,500 per computer.
3. Computer printer: Request computer printer to facilitate the work of the project. Figure calculated at $2,000 per printer.
4. Computer supplies: Request computer supplies to cover costs of maintaining and facilitating the project over a 2-year period. Figure estimated at $750 per year.
5. Computer software: Request SPSS-X Windows software program to conduct statistical analysis for the project.
6. Video camera and accessories: Request
video equipment to document human subjects and supplement statistical findings
of project. Equipment calculated at $2,500.
Conference Travel
1. Airfare: Request funds to travel to
UNESCO Conference in Paris to present findings of research. Round-trip
airfare from Palestine to France estimated at $850.
2. Hotel accommodations: Request funds
to cover hotel accommodations in Paris to attend UNESCO Conference. Conference
to last 3 days, expect to arrive the day before conference opening to be
present for opening sessions. Figure calculated at 4 nights at $150 per
night.
Materials & Supplies
1. Paper and office supplies: Request funds to cover cost of office supplies, estimated at $450 per year over a two-year period.
2. Photocopying: Request funds to cover cost of duplicating research materials and final reports.
3. Postage, fax, and telephone: Request
funds to cover communication costs of running the project. Figure estimated
at $650 over a two-year period.
** NOTE: I have not included all items,
but rather selected items to show how they can be presented in the itemized
budget and budget rational.
A cover letter may not be required. However, attaching a cover letter always provides a nice, professional, and sophisticated touch to your proposal.The cover letter is a VERY SHORT, CLEAR, IMPERSONAL note about the contents of what you are submitting to the Funder. Keep it short -- only state the title of your proposal and the attachments you are including. Be clear -- use number to list your attachments if you want. Keep it impersonal -- many Funders like to be "objective" in their selection process. If you include any personal references, "wasta" type information, or gratuitous salutations, it may be seen as "subjective" and biased.
Mr. Joe Smith, Director
The So-and-So Foundation
Street Address
City, State, Country postal code
Fax number: (if you are faxing your proposal)
Dear Mr. Smith:
Enclosed please find a copy of my proposal entitled, "Improving the Quality of Proposals Submitted by Palestinian Professionals," which I would like to be considered by the So-and-So Foundation.
The proposal includes the following attachments:
- So-and-So Foundation application formI thank the So-and-So Foundation for the opportunity to submit this proposal. If any additional information is required, I can be reached by fax (972-9-387982) or by e-mail (Zaharna@Najah.edu).
- text of proposal
- budget
- curriculum vitae
- 3 references from reviewers
Sincerely,
R. S. Zaharna, Ed.D.
Be sure to make a photocopy of the original
application form. Put the original in a safe place so that it can remain
clean and unfolded. Use the photocopy to prepare all your answers and to
show others. ONLY AFTER you are completely finished and ready to
submit your proposal should you take out your original form and type it.
1. TYPE your application.
Typing your application says from the
very beginning that you are serious and conscientious about your project
and proposal. It is amazing how many professionals will spend many, many
hours on making the proposal great, and then scribble out the application
form at the last minute. The writing can be so bad that the Funder has
to struggle to read each word. Not good. The application form is usually
the FIRST thing the Funder sees. You want your proposal to look professional
from the very beginning -- to the end!
2. Follow directions carefully.
It is easy to make mistakes when filling
out application forms. Make sure to read the directions carefully and follow
them exactly.
3. Fill in all the spaces and answer all the questions.
5. Use the Funder’s "codes" or
special abbreviations.
Some Funder’s require the applicant to
use special "codes." Follow the directions carefully for filling these
sections out. Usually the meanings for the codes can be found on the back
of the application form or on an attached page.
6. Invite others to read your
application form.
Like your proposal, you want your
application form to be correct and clear. Sometimes after one has spent
so much time on working on a paper, he himself cannot see obvious errors
or omissions. This is very common. That is why I usually try to find someone
with "fresh eyes" (someone who hasn’t seen my paper), to look for any errors
that I might have missed. It is better for me to find and correct any errors
I might have before the Funder does!
** As a footnote, Western funding agencies whose native language is English can be extremely -- and particularly -- critical about spelling errors or omissions in the application form and resume. Some people make it a hobby to find errors, especially in resumes. For some reason, they tend to be more forgiving in the text of proposal. Don’t ask me why this is, it just is an "unspoken" peculiarity of many, many proposal reviewers.
For any professional proposal, you want to include a curriculum vitae or resume. Curriculum Vitae (or "CV") is usually used by academics to highlight their education and publications. Resume is usually used by professionals to highlight their professional experience. Below are guidelines for enhancing your resume or CV.Sample Curriculum Vitae Format:
1. Highlight your skills, experience, or knowledge which directly relate to the project.
You want to demonstrate through your resume that you are qualified -- indeed, highly qualified -- to undertake and complete the project you have proposed. To do this, review your proposal carefully to notice what particular skills, knowledge or expertise is needed for the project you have proposed and then make sure to highlight those aspects in your resume or CV.
2. Omit personal information.
Personal information, such as marital status, number of children or birth date, is not included in professional resumes. If the Funder wants this information, it will be asked on the application form.
3. List most recent items and dates first.
When listing dates work experience, academic studies, research publications, etc. put the most recent item or date first.
4. Be selective
If you include ALL the items, you lose the point of being able to highlight what you want to emphasize. You want to be selective in what you include and have a purpose for why you are including it in your CV.
5. Check for errors.
Again, remember that some reviewers make it a personal hobby to find errors in resumes. So double check every wod! -- I mean, every word!
6. Avoid abbreviations.
Except for academic degrees, all words should be spelled out. Do not make the Funder guess what you mean by UFO.
7. List "research" as publications and use standard style format.
The term used to refer to "research studies" is "publications." All research should be organized and listed by the type -- journal article, book, book chapter, etc. Also, because publications are a critical feature of an academic’s scholarly expertise, they should be cited carefully, using the MLA, APA (American Psychological Association), or other standard style manual used by Western scholars.
8. Use standard curriculum vitae / resume format.
You want your resume to look neat and organized so that it is easy to see what are your qualifications and expertise. You may want to group items and put them under a heading and make the heading bold. I am attaching a format (next page) that lists the order which you can list your items. In the sample curriculum vitae, I have added additional headings because I wanted to stress to the Funder different aspects of my experience. You can do the same as long as format is clear and orderly.
Some Funders may ask for Reference Letters or ask you to submit "Reference Forms" which they supply. There are a few points to keep in mind.1. Make sure to submit the Reference Letters / Forms on TIME!
If a Funder asks for References they probably are an important component of the proposal, so you should treat it as such. Many times a Funder will not even review a proposal until all the materials -- including References -- are submitted. Therefore, you want to give the person who is writing on your behalf time to prepare the letter, and you want to find a gentle way to make sure it is submitted on time. If someone is VERY, VERY busy you may not want to take the risk of asking him to write a letter if you are not sure he can complete the letter on time.2. Keep the Reference professional.
The Funder is wants to know about your professional qualifications or the quality of the project. You want to avoid stressing any personal or family relationship with the person preparing your reference.
If you are working on a proposal and have questions about your proposal, please feel free to contact me.
You can contact me by e-mail: Zaharna@American.edu.
or by fax: (001) 202-885-2099
or by regular post:
Dr. Randa Zaharna
School of Communication
American University
4400 Massachusetts Ave., NW
Washington, DC 20016-8017
Appendix A:
Sample Format for Timeline for Project Activities
___________________________________________________1996
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January ___________________________________________________ February ___________________________________________________
March ___________________________________________________ April ___________________________________________________
May ___________________________________________________ June
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July
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August
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September
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October
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November
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December
___________________________________________________1997
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January ___________________________________________________ February ___________________________________________________
March ___________________________________________________ April ___________________________________________________
May ___________________________________________________ June
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July
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August
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September
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October
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November
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December
___________________________________________________1998
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January ___________________________________________________ February ___________________________________________________
March ___________________________________________________ April ___________________________________________________
May ___________________________________________________ June