The proposal summary outlines the proposed project and should appear at the beginning of the proposal. It could be in the form of a cover letter or a separate page, but it should be brief, no longer than two or three paragraphs. The summary should be written after the proposal so that it will cover all the key points necessary to present the objectives of the project. This will be the cornerstone of your proposal, and its initial impression on the reader can make or break your project, because it is usually the first part of the proposal read by agency officials and may be the only part read before they decide to consider your project any further.

The applicant must select a fundable project, which can be supported in view of the local need. Alternatives, in the absence of Federal support, should be pointed out. Remember to explain the influence of the project both during and after the project period.

Most proposals require a description of the applicant's organization to describe its past and present operations.

You may want to include some or all of the following:

• A brief biography of board members and key staff members.
  
• Data relevant to the goals of the grantor agency which may establish the applicant's credibility.
  
• The organization's goals, philosophy, track record with other grantors, and any success stories.
  

The problem statement (or needs assessment) makes a dear, concise, and well supported statement of the problem which the project will address. The best way to collect information about the problem is to conduct and document a formal and informal needs assessment for a program in the target or service area. The information provided should be both factual and directly related to the problem addressed by the proposal, Some areas to document:

• The purpose for developing the proposal.
  
• Who will benefit and how.
  
• The social and economic costs to be affected.
  
• The nature of the problem, including hard evidence.
  
• How the applicant became aware that the problem exists and what is currently being done about the problem.
  
• The remaining alternatives available when funding has been exhausted. Explain what will happen to the program and the impending implications.
  
• How the problem might be solved. Review what you will need, and explain how these items will be used and why.

There is a considerable body of literature on the exact assessment techniques in use. Any local, regional, or state government planning office or local university offering course work in planning and evaluation techniques should be able to provide excellent background references. Types of data, which may be collected, include historical, geographical, quantitative, factual, statistical, and philosophical information, as well as studies done by colleges and literature searches from public or university libraries.

Program objectives are the specific activities in a proposal. You need to identify all the objectives related to goals to be reached and the methods in which you will achieve them. Consider quantities and refer to a problem statement and the outcome of your project to develop a well stated objective. The figures used must be verifiable. Remember, if the proposal gets funding, the agency will use your stated objectives to check your progress, so be realistic. There is literature available to help identify and write program objectives.

The program design refers to how the project will work and solve the stated problem. Sketch out the following:

• Activities, which will occur, along with what related resources and staff, will be needed.
  
• A flow chart of the organization of the project.
  

Describe how the parts relate to each other, where staff will be needed, and what they will do.

Include what kind of facilities, transportation, and support services will be needed.

Explain what the above will achieve. Project staff may be required to give proof of program performance through an examination of stated objectives.

• Show a diagram of the program design. Include specific program features, activities, and design.
  
• Justify the program in your text. You must make the reviewers believe that your project needs the money and that it will make good use of it.
  
• Highlight any unusual or innovative features of the project.
  
• Use appendices to provide details, extra information, and references, which should be pointed out, but could take away from the body of the proposal.

The evaluation has two parts, product evaluation and process evaluation. Product evaluation examines results, which may come from the project. Process evaluation examines how the project will be conducted. You must specify how and when the evaluation will take place, as well as how long it will take.

The grantor agency's requirements should be highlighted in the evaluation design. Some agencies may require that certain techniques be used in evaluation, or they may offer financial rewards for voluntary participation in an evaluation study. Ask about these points.

Describe how you will fund the project after the grant period is over. Discuss maintenance, purchase of equipment, and other matters.

Funding levels in Federal assistance programs change yearly. Look at the amount of funding available for the past few years to get a good idea of how much will be available in the future. Never assume that the grant will pay for your whole project. Show ways in which you can find money to pay for what the grant might not, such as utilities, rent, salary increases, food, telephones, etc. Budget adjustments may be made after you have been awarded the grant.

Justify all expenses and be consistent with the text of your proposal! Remember, these people may give you money, but they may not if you ask for more than your program requires.

12 Steps to a Successful Proposal

1	When you decide to bid, it is your responsibility, and the first thing you should do is appoint a proposal manager.
2	The proposal manager needs to appoint key team members before any work can be started on the proposal itself. The team should include a project specialist, a management/budget specialist, a related experience/personnel specialist, personnel from cooperating organizations, and consultants.
3	The chosen key members begin planning the proposal. A good proposal might contain a statement of approach or strategy, task descriptions, a team directory, a 'Work breakdown structure chart, format instructions, a style guide, plans for working with cooperating organization, an outline, a schedule, a preliminary project schedule and / or a plan for submitting an evaluation report.
4	The proposal manager holds a meeting to start the actual work on the proposal. He/she should make certain that the meeting covers the present proposal plan, discussing every item in detail, and that he/she defines the team assignments and deadlines.
5	The proposal team writes the proposal, bringing together all the elements and ideas from the planning sessions.
6	The proposal manager prepares the first draft, taking the original version of the proposal, and editing it.
7	The proposal manager sets the proposal up for review. He should ask appropriate individuals to read the first draft and suggest revisions.
8	The team members incorporate the suggested revisions into the proposal.
9	The proposal manager adds the finishing touches. He/she writes the introduction, summary, and cover letter. He/she also obtains the final signatures.
10	The proposal manager arranges for expert proofreading, typing, printing and binding of the final production.
11	Cognizant personnel deliver and distribute the proposal.
12	The proposal manager holds a final team meeting, in which they critique the proposal preparation methods.

9	Sample Letter for Additional Information     from a Grant Source

Current Date

Contact's Name
Contact's Title
Name of Organization
Address
City, State Zip

RE: Name of Government Grant. Foundation Grant. Etc,

Dear Sir/Madam:

It has been brought to my attention that I may qualify for participation in your (Grant/Foundation/etc.) program for a (Business/Grant /Scholarship /etc.).

My (Business Interest / Business Product or Service / Educational Interests / etc.) are…

I would greatly appreciate receiving information regarding your program's eligibility requirements, and the necessary application form.

If you have knowledge of similar programs, which may be beneficial, I would appreciate that information as well.

Thank you for your time and cooperation. I look forward to receiving your information.

Sincerely yours,

Your Name
Your Business Name (if applicable)
Your Home or Business Address
City, State Zip