Preparing the Parts of a Proposal

The applicant should follow the funder's directions and guidelines exactly. However, if the funder does not provide directions, there are also standard templates for developing the sections of your proposal.  Some sections of a typical proposal might include:

• Cover Letter:  Written in standard form by the Director of OGSP, the cover letter conveys the proposal as a submission from the College.  
• Cover Page:  The funder may supply a form to fill in with applicant name, address and budget information.  OGSP can help you with information such as DUNS #, signing official, etc.
• The Title:  Should be straightforward, informative and preferably short.
• Table of Contents:  Sponsors will specify if one is desired. 
• The Abstract:  A summary, not an introduction.  Include a sentence or two about each of the principal aspects of the proposal: e.g. problem to be solved, objectives, methods, expected results, and major budget items.  If the sponsor specifies the length, follow it exactly.  Abstracts are often expected to be 100 to 300 words in length.
• Introduction:  Needed to give background information on the nature and importance of the problem to be solved.  This part is particularly important for non-specialist reviewers. It can be a paragraph to several pages depending on the situation.
• Statement of Need:  The rationale for the project must be established. A useful tip: Think about social or academic needs the sponsor is trying to address by offering grants.  Direct your proposal to those needs.
• The Objectives: State them clearly.  What results do you hope to accomplish?  What logical problem are you trying to solve and for whom?  A useful tip:  Pay close attention to the sponsor's interests and goals.  Express your objectives in terms that are appropriate to those.
• Methods or Activities: A common reason why proposals are turned down is that the author doesn't say clearly enough what they will accomplish.  Be sure to answer specifically.  Describe how resulting information will be interpreted.
• Timeline or Work Schedule: Generally advisable.  A timeline is a useful way for you to check your own planning and for proposal reviewers to picture your project development.  A one page timeline will usually suffice.  Consider setting it up as a table showing "what" will be done by "whom" and "when".   
• Dissemination: Formal plan for "Spreading the Word."  The typical information that is spread to peer groups and organizations is the process, the program and the results of the evaluation.
• Sustaining the Program:  It is important to describe follow-up activities that will continue after the funded project period.  E.g. If you are using funds to start a new program, how will it be supported in the future.  While you usually can't guarantee the sustainability, show that you have thought it through and the appropriate continuing activity is very likely.
•  Evaluation Plan: This is now requested by most sponsors especially in Education or Behavioral and Social Sciences.  They can run from descriptive observations to elaborate experimental designs.
• Bibliography: Necessary for many academic proposals.  You need to show that you are current with research in your discipline.  Use the style and format of citations that are conventional with your discipline.
• Other Funding Support: This information has several purposes: First, it helps the sponsor understand the project in a larger administrative or intellectual context.  Second, evidence of past support shows the sponsor that you have been considered worthy of funding by other sources. Third, sponsors may want reassurance that you are active in pursing other means of support so that they will not be held responsible for all costs or left with an incomplete project.
• Responsibilities of Project Personnel: It is advisable to outline what each person will do in one to two sentences. If two or more investigators are sharing the work equally, it is customary to designate one person as the Principal Investigator (PI).  For very large projects, it may be helpful to have an organization chart.  If descriptions of positions funded by the grant are required, please contact the Office of Human Resources. 
• Budget: Almost always necessary.  A narrative that explains special aspects of the budget often helps.  Be sure to keep it consistent. 
• Resume or Curriculum Vitae: Almost always necessary for each senior investigator on the project.  The precise format is not critical unless the sponsor has stipulated one.  Be sure to include all personnel who are important to the proposed project.  Depending on the project, you may need to add courses taught, foreign travel, previous grants, special training or languages spoken.  Omit any irrelevant material that is irrelevant to your qualifications for the proposed project.
• Attachments: May prove useful in giving the proposal credibility or the sponsor may require specific documents.  E.g. letters of support that create a positive tone, letters of commitment by partners that demonstrate commitment of finances and/or resources, copies of prior publications will demonstrate your ability to follow through on a project and can offer more information, copies of photographs or creative works may reveal your talent better than any amount of explanatory text, and OGSP can help you fill out and get signatures for legal certifications and authorized signature forms.

Last Modified: January 6, 2009