What to Include in a Typical Grant Proposal

This section discusses the contents of a typical grant proposal. First, there is a checklist of the typical proposal sections. Below this you will find suggestions on developing each of these sections. This Kit also includes a sample grant proposal. To view this sample, click here.

Please note that some organizations have very specific expectations regarding how they want grant proposals written and presented. The organization you are applying to may have their own proposal outline which they want you to follow, or they may have a simple application to fill out (like the World Forum Fellowship Fund application). Be sure you ask each organization if there is a specific outline they want followed or any specific expectations they have.

Grant Proposal Checklist

• Cover Letter
• Executive Summary
• Proposal Narrative
  1. Statement of Need
  2. Project Description Goal Objectives and Timeline
  3. Impact
  4. Evaluation Plan
  5. Key Players
• Budget
• Organization Information
• Attachments

Information on Each Section Typically Included in a Proposal

Cover Letter (no more than 1 page)

Get their attention and sell your idea!

• Use a standard letter format.
• Mention any previous work or contacts.
• State why you are writing and how much money you need.
• Identify a problem that should be solved. Tell the funder why participating in the World Forum is important, what your related plans are, and what will result. You must explain what you will do to help solve the identified problem.
• Be sure to have the letter proofread for grammar and total presentation.
• Be concise and convincing. Keep the letter to one page. The letter should be quick and easy to read. Remember that organizations receive many inquiries and the people reviewing proposals are busy. You need to be clear and catch their attention with your letter.

Executive Summary (1 page)

Provide an easy to read overview.

• Follow the outline given to provide an organized summary of who you are, how much money you need and what you will achieve with the funder's financial assistance.
• Here again, and throughout the proposal, you want to persuade the funder there is a challenge related to early child care and education that must be addressed, and you have a proposal that will make a difference in the lives of children.

Proposal Narrative (up to 5 pages)

I. Statement of Need
Identify the problem you are helping to solve.

• Clearly define the current challenges in early child care and education that you plan to address. Describe the opportunities, challenges, issues, or needs faced in your country or community (such as the need for curriculum development, strategies to help children dealing with conflict or violence, strategies for managing the cost of care.)

Complete statements such as…

• "Focusing on the quality of early child care and education is critical because…"
• "Child care and education in this country faces many challenges including…"
• "Children throughout the country suffer because…"

II. Project Description

Goal: State what will be the final result of your project

• Describe the final impact you want to have on the identified challenge in your statement of need.

Objectives and Timeline: Show that your activities are well organized

• This is your action plan. State specific ways in which you will meet your goals including measurable outcomes. Explain what you will do and how your idea will be implemented.
• Give a timeline listing specific activities you are planning before, during and after the conference. Be sure to include the dates each activity will start and finish. Giving completion dates to all activities helps you organize who does what when and provides a way to check your progress and communicate your accomplishments.
• Be sure to list all activities for which you seek funding.

III. Impact
State the milestones that enable you to reach the goal

• State the anticipated outcomes of the activities you've listed. Emphasize those things that will be achieved that would not if funding is not granted. This is the "product" for your proposal that the funder is buying.
• Quantify the impact as much as possible, giving the number of children or professionals that will be helped, and/or the organizations that will benefit. Tell when and how.
• Tell the funder what they will actually see at the end of the project. In this section the funder wants to know what will be accomplished to improve early child care and education in exchange for giving you the money to attend the World Forum.

IV. Evaluation Plan
Show how you will check your progress

• Describe how and when you will evaluate your project. Whether the impact made by your activities was a success or not.
• Set specific dates on which you will check your progress and provide a progress report. "By (date), X, Y and Z will be completed"
• Follow through with the evaluation plan once the project is implemented, checking your progress and the anticipated achievements at each date.

V. Key Players
Show you have the support needed and a qualified team

• List the people whose involvement is needed to achieve your goals, stating their position or role in the project.

Budget

Be accurate in outlining the finances needed

• Identify all expenses and the costs. Give a total for the project and list other sources of income.
• Check funders' guidelines. The funder may have a budget format they want you to use and an expense log. Almost all funders will require receipts. Some funders may want you to provide three bids for expensive items.

Organization Data

Convince them that your organization is deserving

• Give details about you and your organization that demonstrate your qualifications, connections and track record, and indicate your ability to carry out this project.
• This is your opportunity to convince the funder that you are the right choice to represent your country or community in attending the conference.

Attachments

Give them materials that will support your proposal

Any additional information and supporting materials which may include…

• Overview and History of World Forum on Early Care and Education (2 pages) *
• World Forum delegate comments (1 page) *
• Your resume or CV, highlighting your qualifications relevant to the specific request
• List of board members and their affiliations.

The funder may request specific additional information such as the finances for your organization

• Most recent financial statement from most recently completed year, audited if available, showing actual expenses. This information should include a balance sheet, a statement of activities (or statement of income and expenses) and functional expenses. Some funders require your most recent Form 990 tax return.
• Organization budget for current year, including income and expenses.
• Project Budget, including income and expenses (if not a general operating proposal).
• Additional funders. List names of corporations and foundations from which you are requesting funds, with dollar amounts, indicating which sources are committed or pending.

Be sure to check each funder's guidelines, and use discretion when sending additional attachments. Funders receive many proposals and don't have time to read through information that is not relevant. Provide an outline of attachments so that they can scan for the information they are specifically interested in.

* The actual text for these two attachments is provided in the sample grant proposal. Feel free to download these attachments and use them in your proposal.