How to Write a Nonprofit Proposal That Wins (+Examples)
Get essential steps for writing a grant proposal for a nonprofit organization. Learn what to include in an NGO funding proposal with examples.
Dominika Krukowska
Get essential steps for writing a grant proposal for a nonprofit organization. Learn what to include in an NGO funding proposal with examples.
Short answer
Title slide
Executive summary / Cover letter
Information about your organization
Problem statement
Project goals and objectives
Methodology and scope
Evaluation plan
Budget
Sustainability plan
Next steps slide
Read on to get the details on how to create each slide ⤵
A grant proposal is a request for money that nonprofits send to groups like foundations, government agencies, or companies.
It explains the project, its goals, how it will be carried out, and how much money is needed. This helps potential funders understand the project and decide whether to support it.
Finding grants for your nonprofit is easier when you know the best places to look.
Here’s a good place to start:
Grants.gov: This site is the main source for federal grants in the U.S., listing opportunities from all government agencies that provide funding.
Instrumentl: This website connects nonprofits with relevant grants and offers help throughout the application process, aiming to simplify both finding and applying for grants.
GrantScape: With a vast database containing nearly 180,000 funding organizations, this platform makes it easy to find grants tailored to your nonprofit’s specific needs.
Local government and foundations: Local governments and area foundations often have grants aimed at community projects, which are generally less competitive. You can find these opportunities by checking with local government offices or community foundations.
Here’s how you can nail your cover slide:
Keep it clear and concise: Your title should be a direct reflection of your project. Avoid vague terms and jargon that might confuse the reader. The goal is to communicate the essence of your project in a straightforward manner.
Make it impactful: Choose words that pack a punch and convey the significance of your project. Your title should clearly explain what your project does and hint at the big impact it could have. For example, you might go with something like “Bridging the Gap: Literacy Programs for Rural Schools.”
Align with the funder’s interests: Make sure your title lines up with what the funder cares about. If they’re all about environmental sustainability, a title like “Green Futures: Sustainable Farming Education in XYZ County” would catch their eye.
How you can make the most of your cover letter
Start with a bang: Open with a powerful fact or statement that highlights the urgency of your project. Something like, "Every year, over 5,000 tons of waste are dumped illegally in our community, harming health and safety."
Describe your project simply: Give a straightforward summary of who you are, what your project is, and what you hope to accomplish. Keep it simple and avoid any technical jargon.
Show why it’s important: Clearly explain why your project is necessary. Use solid data and real examples to show the problem and why your project addresses it effectively.
Outline the impact: Talk about the positive changes your project will bring. Mention both the immediate benefits and what it will achieve in the long run, and be specific about who will benefit.
State your funding needs: Be clear about how much money you’re asking for and give an overview of how it will be used. This helps set the scene for the detailed budget that comes next.
End with a friendly note: Thank the reader for considering your proposal and share your excitement about working together. Invite them to read on for more details.
How to write your introduction
Introduce your mission: Start with a clear and straightforward mission statement. This is the driving force behind your organization. For example, you might say, “Our mission is to empower communities by improving access to clean water.”
Detail your history and background: Offer a snapshot of your organization’s journey. Highlight the pivotal moments and achievements that have marked your growth and success over the years.
Explain what you do: Detail the key activities and programs your organization runs. Be clear about how these initiatives meet the needs you’ve identified and create positive change in the community.
Showcase your impact: Bring out the big guns—examples of your past successes. Use concrete data and real stories to demonstrate how your work has made a measurable difference. This proves your effectiveness and reassures the funder that you’re a safe bet for producing results.
Highlight your team: Talk about the key members of your team, especially those who will be leading the project. Give a quick rundown of their skills and experiences to show that your organization has the expertise and leadership to succeed.
State your needs and vision for the future: Finish up by revisiting the needs your organization meets and sharing your plans for the future. This ties your everyday work to bigger, long-term goals and shows that you're a forward-thinking organization—a quality that really appeals to funders.
How to write a compelling problem statement
Identify the issue: Start by clearly stating the problem you’re addressing. Keep it simple and steer clear of any complicated terms that might throw the reader off. For example, you might say, “In our community, 40% of households lack reliable access to clean water.”
Provide context: Give some background to help the funder understand how this issue has developed. Mention any relevant statistics or trends that can paint a broader picture of the problem. This context should help explain why this issue is important right now. If previous solutions have failed, that’s worth mentioning too.
Show the impact: Describe the impact of the problem on your community or the area you serve. Explain how it affects individuals, families, or the community as a whole. This part is crucial because it connects the problem to real people and real outcomes.
Explain the stakes: Make it clear what could go wrong if this problem isn’t fixed. This adds urgency to your proposal and shows the funder why your project is so important. For example, you might say, "Without clean water, health problems are increasing, causing kids to miss school and adults to miss work."
Link to your mission: Connect this issue to your organization's mission to demonstrate that your project isn’t just a quick fix—it’s an essential part of your long-term plans. You could say, "Taking on this water access issue fits perfectly with our mission to empower communities through sustainable solutions."
How to create the goals section
Set clear goals: Begin by clearly defining the main goals of your project. These should be significant changes that directly tackle the issue you've previously outlined. For example, you could say, "Our primary goal is to reduce childhood illnesses by ensuring access to clean water in underserved communities."
Outline specific objectives: Under each goal, list the specific steps you'll take to get there. These should be straightforward, measurable, and have clear deadlines. For instance, "Within the first year, we aim to install 10 new community water stations that will serve clean water to 5,000 residents."
Connect objectives to the problem: Show how each objective addresses specific parts of the problem. This helps funders see how your plan directly impacts the issue at hand.
Make objectives measurable: Make sure you can measure the success of each objective. Describe exactly what success looks like, using numbers or specific milestones, like “Increase the number of households with clean water access by 30%.”
Tie into funder’s goals: Make sure your goals resonate with what the funder cares about. If they’re all about sustainable solutions, highlight how your water stations use environmentally friendly technology.
How you can describe the methodology
Outline your methods: Clearly explain how you'll achieve your goals. For example, "We’ll set up water filters in the community to ensure everyone has clean water."
Define the scope: Be clear about what you can do and where you’ll start. For example, "We’re starting with 3 neighborhoods that need the most help, aiming to support about 10,000 people."
Break down the steps: Keep it simple. “First, we’ll survey the community to understand the most urgent needs. Then, we'll team up with local builders to install the water systems.”
Set a timeline: Provide a clear timeline for each part of your project. This will help everyone keep track of when things are supposed to happen and what key milestones to watch for.
List needed resources: Outline the materials and personnel needed to complete the project. This could include everything from the equipment for water systems to the team members overseeing the installation.
Discuss potential challenges: Highlight any anticipated challenges and how they will be addressed. This demonstrates that the project is well-thought-out and ready for any hurdles.
How to present your evaluation plan
Define your success metrics: Explain exactly how you'll measure success. For example, "We want to reduce waterborne illnesses in the community by 25% in the first year."
Describe your data collection methods: Tell how you'll gather the data to track your progress. For example, "We'll get health data from local clinics and use surveys to see how happy people are with the new water systems."
Timing of evaluations: It’s also important to lay out when you’ll evaluate your progress. This keeps everyone on the same page about when they can expect updates. For instance, “We plan to do the first evaluations 6 months after we install the systems, and then we’ll check in every 6 months after that.”
Tools and resources for evaluation: Mention any tools or resources you’ll use to help with the evaluation. This could be software for tracking data or partnerships with local research organizations.
Plan for adjustments: It’s smart to show that you’re ready to tweak your methods if needed. Explain how you’ll use the data to refine your project moving forward. You might include, "If we find that illness rates aren’t dropping as expected, we’ll review and adjust our water filtration methods to improve efficiency."
Reporting results: Finally, talk about how you’ll share the outcomes of your evaluations. This is about transparency and accountability. "We’ll report the results to all our stakeholders and publish an annual impact report on our website."
How you can present your budget clearly
Break down the costs: Start by categorizing your budget into main areas like personnel, equipment, supplies, and travel. You might say, “A big part of our budget is for installing new water filtration systems and for the training local staff need to keep them running.”
Detail each expense: Give specific costs for each category. This lets funders see exactly what their money would support. For instance, “Each water system costs $2,000 to install, and we're planning to set up 10 systems.”
Justify the expenses: Make it clear how each expense helps meet your project goals. This shows your spending is strategic and vital for success. You could explain, “Training local staff ensures that the community will continue to benefit from the systems long after they’re installed.”
Include a buffer: It’s smart to include a little extra in your budget for unexpected costs. Mentioning this shows you’re well-prepared and thinking ahead.
Outline funding sources: If you’ve got other funding sources lined up, bring them up. Explain how these funds work together with what you’re asking for. You could say, “Besides this grant, local businesses have committed to funding all the training costs.”
Explain financial management: Mention how you’ll keep track of the money. Something like, “We’ll review our budget every quarter to make sure we’re on track and adjust as needed to ensure we use every dollar effectively.”
How to explain your sustainability plan
Long-term vision: Start by outlining your main goals. For example, you could say, “We aim for our water filtration systems to provide clean water for the community for at least the next 10 years, significantly improving health and quality of life.”
Maintenance and operations plan: Discuss how the project will be maintained over time. A simple way to put it is, "We’ve trained local technicians to take care of ongoing maintenance. The costs will be covered by a small fee from those who use the water system.”
Future funding sources: Explain how you're planning to fund the project in the future. You might say, “We’re seeking sponsorships from local businesses and applying for state grants focused on community health projects.”
Community involvement: Highlight how the community will be involved. For instance, “Community members will form a steering committee to ensure the project continues to meet their needs.”
Measuring ongoing impact: Describe your methods for evaluating the project's impact over time. You could add, “We’ll conduct annual surveys and health assessments to monitor the effectiveness of the water systems and make adjustments as needed.”
How to make your next steps slide engaging and practical
Propose a meeting: Instead of leaving things up in the air, how about suggesting a follow-up meeting? You could say something like, “Let’s find a time to go deeper into how this project can meet your funding goals. Here’s a link to my calendar; pick a time that works for you.”
Include an e-signature option: If the response is positive and you’re ready to move quickly, why not include an e-signature option for initial agreements? Just add a line like, “Ready to get started? Sign the preliminary agreement here.”
Offer direct contact options: Make it really easy for them to get in touch if they have any questions after the presentation. You can provide your direct phone number or a special email address just for this proposal.
Next steps: Let them know what happens after your meeting. For instance, you might say, “After we meet, I’ll send you a timeline with the project milestones and the materials we’ll review.”
End on a positive note: Show your enthusiasm. Let them know you're excited to work together.
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