Proposal Writing 101: Tips to writing a wining proposal

Here are a number of tips that can help when next you embark on writing a proposal.

• Check The Eligibility Criteria: The first thing you need to do when you see a call for proposal you are interested in is to check the eligibility criteria. The criteria differ from one call for proposal to another. A quick way to do this is to print out the eligibility criteria and tick each one that you meet. If you do not meet any of the criteria, do not bother. The elimination process is sometimes computerized, and the first thing to check is if your organization has met all the criteria. If not, then your proposal is dropped at this point.

• Note the Submission DEADLINE: Note the deadline for submission. If the time is too short for you to deliver on a quality proposal, then it is advised not to waste time and resources. However, if you can get external technical support to work with you, then you can give it a shot. Another important thing is not to submit too close to the deadline, especially on the closing date. Anything can happen!! Internet connection issues, power failure etc. Send in your proposal a few days to the submission date. This gives you the advantage of sometimes getting feed back.

• Follow the INSTRUCTIONS: There are always instructions for each proposal call for proposal. In recent times, most of the calls for proposal have forms that need to be filled. Carefully read the guide and strictly follow the instructions.

• A Logical Flow: When writing, make sure there is a flow. A well-written proposal get the reviewers interested and would want to read more. A badly written one can be at risk not of not being completely reviewed.

• BuzzWords: Take note of key technical buzzwords that are in the call for proposal. Use it as much as possible while writing. Sometimes, the reviewers will do a search on your documents to see if you have used those words well. Keep on eye on the buzzwords in the call for proposal or solicitation and use them in your proposal. (E.g, localisation, co-creation, humanitarian-development nexus, GESI etc

• Use of Jargons a Very Difficult Vocabulary: Use simple, easy to understand language throughout the proposal (IDIOT proof or DUMMY proof). It will be a good idea to give someone else, who is not part of the writing team (COLD READER) to read through and see if they understand.

• Editing, Formatting, Proof Reading: Proposal that are not edited or formatted properly does not exhibit professionalism. Ensure that your work is thoroughly reviewed and formatted. If the font type, font size and number of pages have been specified, do not deviate from the specifications.

• Realistic Budgeting: Do not exceed the proposed amount stated on the call for proposal. If your organization is making a contribution, make it clear and put a cost to it. Under budgeting to an extent that it does not look realistic does not earn you the change to win the proposal.

Sometimes some of the costs attached to certain budget items are so outrageous. E.g allocating the cost of air travel from Bauchi to Jigawa!!! This sometimes comes from the assumption that the persons reviewing the proposals is not aware of your country or does not know the costs of related items on your budget. This can lead to blacklisting your organization.

• Allowable and Allocable Cost: Take note of the allowable and allocable cost of the funder. In most instances these are clearly spelt out. If not you can find always find the information on the organisations website. If you are not sure ask.

• Technical Skills Required: Ensure that the technical skills you have within your organization match the description of the key posts that will run the project. If you need to hire for a specific post be clear about it.

• Partnership and Consortium Building: Sometimes your organization might not have all the required technical skills, geographic coverage or the resources (human, financial and material) to effectively execute the grant. By partnering with other organisations or forming a consortium, you can complement each other’s expertise, capabilities, resources and reach. Partnerships enables you learn from each other’s experience and spread the risks that might be associated with executing the grant.

• Program/ Technical Narrative vs Budget: These must speak to each other. The proposed activities must match the budget. Every line item budgeted should be justified.

• Budget Narrative: The budget narrative must be clear and explicit, especially explaining broad line items like personnel, administrative costs, etc.

• Copy and Paste Blindly: It could be that you already have some of the information required in your current proposal written on a previous one. It is most likely that you would want to copy and paste. While there is nothing wrong with that, if the information has not changed, but you have to be careful not to copy blindly. There is nothing off-putting than to see e.g FCDO on a USAID proposal, or UNICEF on a UNDP proposal.

• Use the Contact On the Proposal: In all calls for proposal, there is always a contact information. Use it! You have the liberty to ask questions, seek for clarifications and get guidance on how to complete your proposal. Sometimes a bidders conference is organized by the funders. Ensure you attend. You be better equipped on how to write your proposal.

• Complete All Sections: Answer all the questions/sections mentioned in the proposal template. Incomplete forms are disqualified in the very first screening and are not accepted for further review by the funding agency.

• Use of Data: Use data and facts to support your case. Ensure that the information you are using is from a reliable source. Quote appropriate reference and avoid plagiarisms. Avoid using data if it is outdated or you are not sure of the source.

• Your Reputation Counts: Keep a good reputation. The donor community is a closely knit one. If you by any chance have shown.