Chapter 6

CHAPTER 6
PROJECT PROPOSAL
7.1. How to Write a Project Proposal
 Once the groundwork (feasibility study) has been completed,

proposal writing can commence.
 The key decision to be made at this stage is the structure of

the project proposal (including the content and length).
 The structure is determined by the nature of the project (public

and private) as well as by the funding agency’s requirements.
 In the variety of formats, application forms, project design

outlines, and grant application guidelines, it is possible to
detect some common elements.
1. Project Proposal Format- public/Sponsored projects)
Introduction parts
• Title page
• Table of contents
• Executive summary/ Abstract
Main body
• Context /project back ground
• Project justification
• Project aims/Goals/
• Target group
• Project implementation
• Budget
• Monitoring and Reporting
• Management and personnel
Appended parts
• Appendix
1. Title page
• The title page should indicate the project title, the name of
the lead organization (and potential partners, if any), the
place and date of project preparation and the name of the
donor agency to whom the proposal is addressed ( if any).
2. Contents page
• If the total project proposal is longer than 10 pages it is

helpful to include a table of contents at the start of the
document.
• The contents page enables readers to quickly find relevant

parts of the document.
3. Abstract- Executive summary
 The abstract should include:
• The problem statement;
• The project’s objectives;
• Implementing organizations;
• Key project activities; and
• The total project budget.
 For a small project the abstract may not be longer than 10 lines.
 Bigger projects often provide abstracts as long as two pages.
4. Context /project back ground
This part of the project describes the social, economic, political and
cultural back-ground from which the project is initiated.
It should contain relevant data from research carried out in the project
planning (feasibility study) phase or collected from other sources.
5.Project justification
 Due to its importance usually this section is divided into four
sub-sections.
I. Problem statement
The problem statement provides a description of the specific
problem(s) the project is trying to solve, in order to “make a
case” for the project.
II. Priority needs

The needs of the target group that have arisen as a direct
negative impact of the problem should be prioritized.
For example, if the problem is stated as “… poor infrastructure
in the community” the list of needs associated with this problem
may be:
•Improved water supply in quality and quantity;
•Better roads; and
•improved solid waste collection
III. The proposed approach
The project proposal should describe the strategy chosen for
solving the problem and precisely how it will lead to
improvement.
Example: One way to describe the approach related to the need

previously stated as improved water supply could be:
“intervention to provide basic water supply facilities in the
community”
IV. Implementing Capabilities
This section should describe the capabilities of your

organization by referring to its capacity and previous project
record.
If other partners are involved in implementation provide some
information on their capacity as well.
6. Project aims/goal/purpose
 Often one major “goal” is declared and then broken down into
various objectives.
A. Goal
- are the long-term benefits to the target group are.
 Rules for Setting a Project Goal
 There should be only one goal per project.
 The goal should be connected to the vision for
development.
 It is difficult to measure the accomplishment of the goal
using measurable indicators, but it should be possible to
prove its merit and contribution to the vision.
Some examples of a project goal might be:
Raising environmental awareness;
Improving the quality of life in the community; and
Fostering social empowerment among women from deprived
rural areas.
B. Objectives
 The objectives should address the core problem in terms of
the benefits to be received by the project beneficiaries or
target group as a direct result of the project.
Project objectives provide a more detailed breakdown of the
project goal.
A project will likely have multiple objectives.
C. Results
Results describe the services or products to be delivered to
the intended beneficiaries.
The results are more detailed than the objectives and the
goal, and should be possible to measure through the use of
objective indicators.
7. Target group
The project should provide a detailed description of the size and
characteristics of the target groups, and especially of direct project
beneficiaries.
The criteria for target group analysis may be ethnic composition,
gender, age, etc.
When these analyses are more elaborate, they may be attached as
an appendix.
8. Project implementation
It is exceptionally important to provide a good overview of who is
going to implement the project’s activities, as well as when and
where.
The implementation plan should describe activities and resource
allocation in as much detail as possible.
The implementation plan may be divided into two key elements:
the activity plan and the resource plan.
9.Budget
Budget is an itemized summary of an organization’s expected
income and expenses over a specified period of time.
The two main elements of any budget are income and
expenditures.
1) Income (sometimes referred to as revenue) is the amount of
financial assets and in-kind contribution expected as sources
of support for the project.
2) Expenditures (also called expenses or costs) are all the costs
that are anticipated to occur during the project’s
implementation.
10. Monitoring and Reporting
Monitoring:
• The basis for monitoring is set when the indicators for results are
set.
• The project proposal should indicate:
i. how and when the project management team will conduct
activities to monitor the project’s progress;
ii. which methods will be used to monitor and evaluate; and
iii. who will do the evaluation.
Reporting:
 The schedule of project progress and financial report could be
set in the project proposal.
 Often these obligations are determined by the standard
requirements of the donor agency.
 The project report may be compiled in different versions, with
regard to the audience they are targeting.
11. Management and personnel
A brief description should be given of the project personnel, the
individual roles each one has assumed, and the communication
mechanisms that exist between them.
All the additional information (such as CVs) should be attached to
the annexes.
12. Annexes
The annexes should include all the information that is important,
but is too large to be included in the text of the proposal.
The usual documentation to be annexed to the project proposal is:
Policy documents and strategic papers (e.g. a local environmental action plan);
Maps of the location of the target area; and
Project management structure and personnel's information's (organizational charts, Cv, etc).
2. Project Proposal Format-Private projects
Introduction parts
 Title page
 Table of contents
 Executive Summary (summary of the findings)
Content (the Body/detail)
 Project Background & History
 Market and Demand Analysis
 Raw Materials & Supplies Aspects
 Location, Site, and Environmental Impacts
 Engineering and Technology Aspects
 Human Resource Management Issues
 Financial and Economic Analysis
 Project Financing and Implementing Schedule
Appendix:
 Key assumptions, schedules, worksheets, computations, etc
THE END

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CHAPTER 6

 Once the groundwork (feasibility study) has been completed,

 The key decision to be made at this stage is the structure of

 The structure is determined by the nature of the project (public

 In the variety of formats, application forms, project design

• If the total project proposal is longer than 10 pages it is

• The contents page enables readers to quickly find relevant

4. Context /project back ground

II. Priority needs

Example: One way to describe the approach related to the need

IV. Implementing Capabilities

This section should describe the capabilities of your

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