• Problem: a brief statement of the problem or need your agency has recognized and is prepared to address (one or two paragraphs).
  
• Solution: a short description of the project, including what will take place, how many people will benefit from the program, how and where it will operate, for how long, and who will staff it (one or two paragraphs).
  
• Funding requirements: an explanation of the amount of grant money required for the project an what the plans are for funding it in the future (one paragraph); and
  
• Organization and its expertise: a brief statement of the name, history, purpose and activities of your organization, emphasizing its capacity to carry out this proposal (one paragraph).

The abstract should be composed after the full proposal is written, as it is an executive summary of the proposal.

1. Table of Contents: List of sections and page numbers for easy reference of the reader. Done after full proposal is completed.

2. Organization Background

a. Short explanation of agency, its focus, clientele, expertise and experience with grant program area/previous work

3. Statement of Need: Why this project is necessary. Presents the facts and evidence that support the need for the project and establishes that your organization understands the problems and can reasonably address them.

a. Identification of need (in line with RFP focus). Should be succinct, yet persuasive. Assemble all the arguments and present them in a logical sequence to convince the reader of their importance

b. Documentation (Data with backup of source)

Six points to consider in need statement

1. Decide which facts or statistics best support the project. Be sure the data are accurate

2. Give the reader hope. The picture you paint should not be so grim that a solution appears hopeless.

3. Decide if you want to put the project forward as a model. Know what others have done, and if this project is unique and replicable.

4. Determine whether it is reasonable to portray the need as acute. You are asking the funder to pay more attention to your proposal because either the problem you address is worse than others or the solution you propose makes more sense than others.

5. Decide whether you can demonstrate that your program addresses the need differently or better than other projects that preceded it. Show that you know the work being done in your field but do not be critical of the competition. Demonstrate collaboration with other organizations and community people doing work in your field.

6. Avoid circular reasoning. In circular reasoning you present the absence of your solution as the actual problem, i.e we don’t have the equipment, we need the equipment, so the solution is the equipment. Demonstrate the need of the community and the benefits of the solution to the targeted audience.

4. Project Description – Statement of Work – Project Methods or Design Nuts and bolts of how the project will be implemented

a. Goals: overall outcome of the project, conceptual and more abstract.

b. Objectives: more specific, measurable outcomes. Objectives are tangible, specific, concrete, measurable and achievable in a specified time frame.

c. Methods: describes the specific activities that will take place to achieve the objectives, encompassing the How, When and Why. Include an Activities Timeline – milestones, benchmarks for each objective.

d. Plan of Operation: Include:

Personnel

a. Key personnel for the project- grant funded and institutional commitment. Provide job descriptions, resumes for those already employed by organization,.

e. Institutional Resources

a. Commitment of the organization to project, including what cash or inkind resources the institution will provide to manage, fulfill the project objectives (including commitment of upper administration, facilities, equipment, staffing, etc.), location within organization, collaboration with other organizations,

5. Evaluation: Evaluation should be built into the project as a sound management tool.

a. What measures will be used, in quantitative and qualitative terms, to determine accomplishment of goals and objectives

b. Chart of goal, measure, responsible person, timeline

c. Benchmarks that are realistic, incremental-monthly and quarterly, quantitative and qualitative

6. Budget: financial description of the project plus explanatory notes

a. Make sure you ask for what you need

b. Clearly justify the realistic use of funds in a lean, doable budget.

c. Grant funds, matching funds (cost sharing)

b. Budget Narrative: Narrative outline and itemization of budget line items.

7. Authorized Signatures

Check who is the authorized representative(s) for your organization. The Statement of Work in proposals is usually considered a contract for services by the funding agency. Get the signature of the person who is legally responsible for signing contracts. Make sure that person is included in the loop and understands what the organization is committing to long before the proposal is ready for submission.