Grant Writing Services & Guides

Basic Proposal Format

It is helpful to keep in mind the Four Cs of a well-written proposal:

Clear
Concise
Complete
Correct

Jargon or language specific to a field should be avoided, and all acronyms defined.

In the absence of specific directions from the sponsoring agency, the following format to organize the proposal may be used:

  1. Title and Cover Page

    Most sponsors require applicants to complete an official cover page for the proposal. Contact SP to obtain specific institutional information such as federal ID number, congressional district, etc.

    In the absence of an official sponsor cover page, applicants should include a cover letter on SVSU stationery addressed to the sponsoring organization specifying:

    • The title of the project
    • A brief summary of the project
    • Amount requested
    • Address, phone number, email, and fax number of PI
    • Signature block for PI
    • Signature block for the University president
    • Address, phone number, email, and fax number of director of SP

  2. Abstract or Project Summary

    Sponsors often request a brief summary or abstract of the overall proposed project. Be sure to follow sponsor guidelines regarding the length and content of this abstract.

    In the absence of specific guidelines or forms, it is often useful to include a brief abstract of no more than one single-spaced page summarizing the project purpose, methodology, costs, and timetable. Be sure to include your name, institution, and the title of the project on the abstract page.

  3. Introduction

    The introduction answers the questions of why you are applying, what you are asking for, and who you are as principal investigator. In writing the introduction, try to show how your project interests align with the interests of the sponsor. Read over the sponsor guidelines and follow the directions/advice about explaining your project.

  4. Project Goals and Objectives

    Goals and objectives are not the same and should be dealt with separately. The goal of your project is what you hope to accomplish as a result of the entire project. Your objectives are statements of precise outcomes that can be measured as project accomplishments. Properly written objectives should be specific, measurable, and time defined.

  5. Background and Significance

    Some sponsors require, and others prefer, to see a short section describing the background of the issue or phenomenon to be studied, as well as a clear statement on why the scope of the research will make a significant contribution to the field. This may not be required by all sponsors, but it does help justify sponsor funding decisions.

  6. Plan of Action, Methods, Design

    This section of the proposal answers three important questions: (1) when you are going to do the project, (2) where the project will be performed, and (3) how you will accomplish each aspect of the work. The plan or methods section will be the longest section of the technical narrative and will present a description of the work to be done in accomplishing the project objectives. It should account for all activities and individuals to be involved in the project. This section of the proposal often includes a time chart or flow chart showing the order of activities to take place.

  7. Evaluation

    As evaluation methodologies have become more sophisticated, sponsors recognize that an evaluation leads to more effective project operations and outcomes. A strong project evaluation plan lets the sponsor know that you take your program objectives seriously, are interested in knowing how well you have achieved them, and have a means for disseminating your results to others. A successful evaluation plan is formulated as the proposed project is designed, and has built-in mechanisms for recording information during the life of the project. Many publications on evaluation are available to help you select an appropriate methodology. SP has resources available at its office.

    www.uwex.edu/ces/pdande/evaluation/index.html
    www.mapnp.org/library/evaluatn/evaluatn.htm
    www.nsf.gov/pubs/2002/nsf02057/start.htm

  8. Bibliography or Works Cited

    In writing the proposal, you should also show that you are familiar with the literature on the subject you are investigating. Follow the sponsor guidelines in providing a bibliography or works cited page of materials relevant to the proposal you are submitting. Also, check to see if the bibliography is part of the overall page limitations or in addition to those page limits.

  9. Curriculum Vitae (CV)

    Include a CV for yourself and all key members of the proposed project. Be sure to follow sponsor guidelines on format and length of vitae, and be sure your CV is completely updated. The CV is usually limited to two pages and should include professional experience relevant to the project proposed. Unless otherwise specified, a CV should be included at the end of the proposal narrative.

  10. Institutional Review Board (IRB) Approval

    The proposal should specifically state procedures to be followed in the use of human subjects in the project. Adherence to Federal regulations is required by SVSU and its employees. Projects that involve the use of human subjects must be reviewed and approved by the IRB.