Non-profit Grant Proposal Outline

Securing grant funding is crucial for non-profit organizations to achieve their missions. A well-structured and compelling grant proposal significantly increases the chances of success. This outline provides a framework for crafting a persuasive grant proposal, covering key elements and strategies to effectively communicate your organization’s needs and proposed solutions.

1. Executive Summary (1-2 pages)

This is your first impression. It should be a concise and compelling overview of the entire proposal. Write this *last*, after completing all other sections. Include:

• Organization Overview: Briefly introduce your non-profit’s mission, vision, and history. Highlight key accomplishments and demonstrate your organization’s expertise and credibility.
• Problem Statement: Clearly and succinctly define the problem or need your project addresses. Quantify the problem with statistics and provide evidence of its impact.
• Project Description: Summarize your proposed solution and how it will address the identified problem. Outline the project’s main activities, target population, and geographical area served.
• Expected Outcomes: State the specific, measurable, achievable, relevant, and time-bound (SMART) outcomes your project will achieve. Emphasize the positive impact on the target population and the community.
• Budget Request: State the total amount of funding requested and briefly mention how the funds will be used.
• Call to Action: Clearly state why the funder should support your project and the potential impact of their investment.

2. Statement of Need/Problem Statement (2-4 pages)

This section convincingly demonstrates the severity and urgency of the problem you’re addressing. It must be data-driven and emotionally resonant.

• Detailed Problem Description: Provide a thorough analysis of the problem, including its causes, consequences, and the populations affected.
• Supporting Data and Statistics: Back up your claims with credible data from reputable sources such as government agencies, research institutions, and academic studies. Include local, regional, and national statistics to paint a comprehensive picture.
• Target Population: Clearly define the specific population you aim to serve. Describe their demographics, characteristics, and the challenges they face.
• Impact of the Problem: Explain the negative consequences of the problem on individuals, families, and the community. Highlight the social, economic, and environmental costs.
• Existing Efforts and Gaps: Analyze existing efforts to address the problem and identify any gaps in service or unmet needs. Explain why your project is necessary and how it will fill those gaps.

3. Project Description (5-8 pages)

This is the heart of your proposal. It details how your project will address the identified problem.

• Project Goals and Objectives: State the overall goals of the project (broad, long-term aspirations) and the specific, measurable, achievable, relevant, and time-bound (SMART) objectives that will contribute to achieving those goals.
• Project Activities: Describe the specific activities you will undertake to achieve your objectives. Provide a detailed timeline for each activity, including start and end dates.
• Project Methodology: Explain the methods and strategies you will use to implement your project. Justify your chosen approach and demonstrate its effectiveness.
• Project Timeline: Present a clear and concise timeline of all project activities, using a Gantt chart or similar visual representation.
• Staffing Plan: Describe the roles and responsibilities of key project staff and their qualifications. Highlight their experience and expertise in relevant areas.
• Sustainability Plan: Explain how the project will be sustained after the grant funding ends. Outline strategies for securing future funding, building partnerships, and institutionalizing successful practices.
• Evaluation Plan: Describe how you will measure the success of your project. Outline the methods you will use to collect data, analyze results, and report on outcomes.

4. Evaluation Plan (2-3 pages)

Demonstrates accountability and commitment to measuring impact.

• Evaluation Goals: State what you hope to learn from the evaluation process.
• Evaluation Methods: Describe the data collection methods you will use (e.g., surveys, interviews, focus groups, data analysis). Specify the frequency and timing of data collection.
• Data Analysis: Explain how you will analyze the data to assess project outcomes.
• Reporting: Describe how you will report the evaluation findings to the funder and other stakeholders.
• Use of Evaluation Results: Explain how you will use the evaluation results to improve the project and inform future activities.

5. Budget (1-2 pages)

A detailed and justified budget is essential for demonstrating responsible financial management.

• Budget Narrative: Provide a detailed explanation of each line item in the budget, justifying the need for the expense and explaining how it relates to project activities.
• Personnel Costs: List salaries, wages, and benefits for all project staff, including a breakdown of time allocated to the project.
• Operating Costs: Include expenses such as rent, utilities, supplies, equipment, and transportation.
• Program Costs: Detail expenses related to specific project activities, such as training, workshops, and outreach events.
• Indirect Costs: Include a percentage of indirect costs (e.g., administrative overhead) if allowed by the funder.
• Budget Justification: Provide a clear and concise explanation for each budget item, demonstrating its necessity and reasonableness.

6. Organization Information (1-2 pages)

Provides context and reinforces credibility.

• Mission and History: Reiterate your organization’s mission and provide a brief history, highlighting key accomplishments and milestones.
• Organizational Structure: Describe your organization’s governance structure, including the roles and responsibilities of the board of directors and key staff.
• Financial Stability: Provide evidence of your organization’s financial stability, such as audited financial statements and a list of major donors.
• Community Partnerships: List your key community partners and describe how you collaborate with them to achieve your mission.

7. Appendices

Include supporting documents that provide additional information.

• Letters of Support: Include letters from community leaders, partners, and beneficiaries expressing their support for the project.
• Resumes of Key Staff: Provide resumes of key project staff, highlighting their relevant experience and qualifications.
• Audited Financial Statements: Include your organization’s most recent audited financial statements.
• 501(c)(3) Determination Letter: Include a copy of your organization’s IRS 501(c)(3) determination letter.
• Logic Model: (Optional) Visually represents the project’s inputs, activities, outputs, outcomes, and impact.

By following this outline and tailoring it to the specific requirements of each grant opportunity, non-profit organizations can significantly increase their chances of securing funding and achieving their missions.