Written proposals are a necessary part of the system of grant support for special projects established by government agencies, foundations, and private organizations.  Written proposals are intended to provide a basis for the objective evaluation of proposed projects and for the allocation of funds in a fair and open manner.

Proposal writing provides an opportunity for faculty members to develop their ideas.  The process of putting ideas into words on paper is an act that requires the proposal writer to enlarge, clarify, and refine his or her ideas.  The ideas become more substantive and address issues more specifically.  Flaws in reasoning and missing information are often identified.  The written proposal can become a vehicle for pushing new ideas forward.

Finding Possible Sponsors

To receive time-sensitive information about funding programs and opportunities, contact the Office of Sponsored Programs to register with the InfoEd International SPIN system that delivers funding information regularly and directly to individual e-mail addresses.

Use funding reference sources.  The Catalog of Federal Domestic Assistance lists all Federal funding programs.  The Foundation Directory lists information about all of the major foundations.  The Directory of Texas Foundations focuses exclusively on Texas foundations.

Determine the sponsor’s specific interests.  Carefully read guidelines and application materials for the program that interests you.  What interests do you share with the funding organization?  Why would they fund your project?

Review other funded projects.  Ask the funding agency for copies of proposals they have funded previously, lists of recent awards, and final project reports.  Look for common characteristics.

Identify the program staff.  Call, write, and visit the people running a funding program that interests you.

Present your ideas.  Most sponsors are eager to hear the new ideas of faculty.  Share your thoughts with funding staff and perhaps influence their ideas.

Develop Your Idea

A project must be feasible as well as innovative.  Contact other investigators in your research area.  Discuss your idea with colleagues and mentors.  The creative input of several people often results in a better project.

Conduct an exhaustive literature review.  Understand the ideas and research of those who have done related work.  A research project should contribute to and expand on the current literature.

Refine and focus.  Many proposed research projects are too broad and too ambitious.

Develop preliminary data.  For experimental projects or programs, some pilot or preliminary data often can enhance a proposal.

Why It is Hard to Write a Proposal

Many people find writing a grant or contract proposal to be an almost impossible task.  Proposals seem long, complex, and complicated.  In many cases, however, a proposal writer finds the task difficult because he or she has not thought the proposal through carefully.  The proposal writer has not developed the details of the proposed project.  Therefore, he or she has only vague ideas about what is to be written.  Under these conditions, it is indeed very difficult to write a good proposal.  It is always better to develop the details of a proposal before the writing starts.

Don’t Give Up

The first proposal is usually difficult and the second sometimes may be even more discouraging.  If your first proposal is not funded, however, don’t give up!  Even excellent proposals are turned down.  Contact the sponsor and ask for reviewers’ comments.  Use reviewers as teachers by learning from their comments to write a better proposal.  Many successful proposals are funded on their second or third submission.

Write Your Proposal

Read the guidelines completely and follow them carefully.  Failure to comply with even one guideline may cause a proposal to be rejected automatically.

Review the sponsor’s evaluation procedures and selection criteria. Successful proposal writers often are familiar with the review process used.  Be sure to address the selection criteria to show that your project will fulfill the aims of the program.

Know the reviewers.  Determine the educational background and work experience of the reviewers.  Proposals need to communicate directly with the reviewers.

Write an outline.  A detailed outline will help you to write a better-organized and more convincing proposal.

Address all the criteria.  One weak section may limit the chances of an otherwise strong proposal.

Write clearly and concisely.  Avoid long sentences, archaic words, and technical jargon.  Never assume that the reviewers will know what you mean.

Explain the importance.  Document what is important and distinctive about your proposed project.  Why is it necessary?  What will be the expected outcomes?  Why should the sponsor spend money on your idea?

Present your capabilities.  Persuade the reviewers that your concept, your ability to accomplish the task, and your institutional capacity are superior.

Prepare a timetable.  A timetable which identifies the proposed activities and a schedule for their completion often helps reviewers understand a proposed project.

Estimate the likelihood of success.  Discuss the chances of your success.  If appropriate, also present plans for future support of the project from the community or elsewhere.

Proposal Format

Title Page.  Most agencies require a front page which identifies the project title, project period, and amount of funds being requested.

Table of Contents.  Many reviewers appreciate a table of contents to provide guidance in going through a proposal.

Abstract.  Because reviewers often judge a proposal based upon the first few pages they read, a persuasive abstract is critical.  Although it will appear first, the abstract is written best after the text is finished.

Introduction.  Discuss the problem to be addressed and its significance.  Define the scope and intent of the proposed project.

Literature Review.  Provide a critical review of relevant literature and discuss gaps to be filled.  This review establishes the project director’s familiarity with the subject area and illustrates how the proposed approach replicates or differs from previous work.

Rationale.  Clearly state the problem in terms of current unmet needs.  Note the long-term importance of the project to the discipline and other fields.

Objectives.  Identify specific anticipated outcomes by which the success of your project can be evaluated.

Methodology.  Clearly describe what will be done and how it will be accomplished.

Project Schedule.  Identify project milestones and project completion dates.

Data Analysis.  Define the procedures and models which will be used to analyze data.

Expected Outcomes.  Identify what outcomes can be expected.

Evaluation.  Describe the mechanisms for measuring outcome objectives and other indicators of project success.

Bibliography.  List reference sources used to develop the project.

Budget.  Estimate project costs fairly.  Do not overstate or understate your expenses.

Appendices.  Attach as an appendix any materials that add important data, but would impede smooth reading of the text.

Required Forms and Assurances.  These are usually provided by the sponsor.

Final Thoughts

·       Start early

·       Develop a project that is realistic and feasible

·       Follow the sponsor’s guidelines

·       Be positive

·       Sell your idea by persuading your reviewer to become your advocate

·       Write clearly and concisely

·       Organize the proposal in a logical format

·       Check the budget arithmetic

·       Make the final document readable, neat, and easy to handle

·       Be sure that sections are easily identifiable and that the Table of Contents is accurate

·       Edit carefully to simplify and clarify your text

·       Ask a colleague(s) to read your proposal

·       Proofread again one last time

·       Be sure to obtain necessary signatures in the correct places

·       Submit the required number of copies

·       Meet deadlines