Project Proposals

WHAT? WHY? HOW?

[Link]. Ngo Thi Tuyet Mai

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1. Objectives?
After studying this subject, the students
should be able to have the ability to:

❑ understand the formulation of project

proposals
❑ can write small project proposals in English

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 PROJECT PROPOSALS

Chapter 1: Definition of Terms

Chapter 2: Project Proposal Format
Chapter 3: Project Proposal Writing

Appendixes/Annexes
Case studies

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 Chapter 1: Definition of Terms
1.1. Project and program
❑ What is a project?
A project is a discrete set of activities planned and carried out
by identified parties to reach a particular goal.
❑ What is a program?
A program is collection of projects
❑ TWO kinds of international investment project
proposals:
Development and FDI project proposals

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 Chapter 1: Definition of Terms
1.2. Proposal
What is a proposal?
❑ A proposal is an offer or bid to do a certain project for
someone
What is the purpose of a project proposal?
❑ Principally, to get the project funded.
❑ It may also serve as a record of the project design at a
particular time.
❑ It may be the document of reference for planning, monitoring,
budgeting and reporting.
❑ It may be necessary as part of the project cycle, to ensure
effective implementation and management
❑ A proposal necessarily must reflect the concerns and priorities
of the funding agency.

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Chapter 1: Definition of Terms
Who are the audience for the proposal?
▪ The audience is primarily the funding agency.

All funders basically ask the same questions:

Who? … are you and who will benefit from the project
Why? … are you planning a project
What? … do you hope to achieve
Where? … will the project take place
When? … will it take place
How? … will you proceed.

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Chapter 1: Definition of Terms

Think some helpful hints for project proposal writing:

❑ Be clear, concise and complete
❑ Think about who will read the document and what style
would be most appropriate for them
❑ If a sentence contains a long list, number the clauses or
write them as a list.
❑ Use titles, subtitles, summaries, introductions, numbers
and other “signposts” which help the reader understand the
organization of your document.
❑ Use the KISS (Keep It Simple Stupid) approach.

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 Think some helpful hints for
project proposal writing
❑ Use simple language
❑ Use future tenses
❑ Avoid spelling mistakes
❑ Be clear, concise and complete
❑ Think about who will read the document and what style
would be most appropriate for them
❑ Use titles, subtitles, summaries, introductions, numbers
and other “signposts” which help the reader understand
the organization of your document.

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 Chapter 1: Definition of Terms
1.3. Project cycle
❑ What is a project cycle? is a routine set of
requirements, conditions and systems which describe
the process by which projects are carried out

Needs Assessment

Planning

Review and
Evaluation Implementation

Monitoring
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Project cycle

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Chapter 2: Project proposal format
GOAL
2.1. The logic of a project THEN

THEN
IF OBJECTIVES

IF
OUTPUTS
THEN

IF ACTIVITIES

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 Chapter 2: Project proposal format

2.2. Main components of a project proposal

1. Summary/executive summary:
❑ This section clearly and concisely summaries the request
2. Statement of the problem/ Statement of needs:
❑ Identify the problem or issue within the community to be
addressed
3. Statement of goals and objectives:
❑ Establishes the purpose and benefits of the proposed project
4. Description of outputs/expected project results
❑ Identifies the results that can be guaranteed by the project
as a consequence of its activities.

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 Chapter 2: Project proposal format

2.2. Main components of a project proposal

(cont.)
5. Description of activities/Project implementation plan:
◼ Describes the activities to be employed to meet the stated
objectives, including time frame
6. List of needed resources/Resource allocation:
Lists the human, financial, and technological resources
◼
necessary for achieving project objectives
7. Budget:
◼ Breakdown of all costs of inputs (personnel, equipment, travel
etc.) to the project and funding sources (or contributors, if
relevant)

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 Chapter 2: Project proposal format
2.2. Main components of a project proposal (cont.)
8. Description of monitoring system and approach :
◼ Outlines an approach, including indicators for determining
whether objectives are being met and reporting procedures.
9. Background on the proposing institution or individual/
◼ Describes the qualifications of proposing and implementing
agency (s)
→ Note: The funder/donor agency may also ask for additional
information regarding such things as sustainability, risk, or
impact statements with regard to gender, the environment,
equity, participation, etc.

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 Chapter 3: Project proposal writing

3.1. Cover page and summary

◼ Cover page (case 1):
❑ The name of the organization requesting for funding
❑ The name, add., tel., fax & email of the contact person who
writes to donor
❑ The project name/title
❑ The planned/proposed start date of the project and its duration
❑ The overall budget of the project and the amount you are
requesting from the funder/donor (including
❑ Summary description of the project proposal
❑ Signed

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 Project proposal
◼ Cover page (case 2):
❑ Fund required:
❑ Project number:
❑ Project title:
❑ Executing agent:
❑ Project location:
❑ Implementing agent (s):
❑ Proposed starting date: Duration:
❑ Government inputs: Fund inputs
In kind (local currency) (US$)
In cash (currency) (US$)
❑ Summary description of the project proposal:

Signed

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 Chapter 3: Project proposal writing

3.1. Cover page and summary

◼ Cover page (case 3):
❑ Project Number:
❑ Country/Region:
❑ Implementing Agency (Name, Address, Email and
Tel., Website)
❑ Implementing partner(s):
❑ Duration:
❑ Project Start Date: Project End Date:
❑ Year of Application:
❑ Project Budget: (Requesting from….; Contribution of …)
❑ Project Summary
❑ Signed

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 Chapter 3: Project proposal writing
❑ Cover page (case 4):
❑ Country:………………………..……………..Submission

date………………………………
❑ Project No. ________________
❑ Project Title _______________
❑ Name of Organization:
❑ Year established _______Number of members
❑ Number of projects implemented_________________________

❑ Mailing Address:________
❑ Physical Address: Telephone: Fax: E-Mail:
❑ Principal Officer: (Name and Position)
❑ Project Contact/Manager: (Name and Position

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Chapter 3: Project proposal writing

3.1. Cover page and summary (cont.)

◼ Summary: Be certain to include:
❑ Problem: a brief statement of the problem or need your agency
has recognized and is prepared to address (one or two
paragraphs);
❑ Solution: a short description of the project, including what will
take place and how many people will benefit from the program,
how and where it will operate, for how long, and who will staff it
(one or two paragraphs);
❑ Funding requirements – an explanation of the amount of grant
money required for the project and what your plans are for
funding it in the future (one paragraph);
❑ Organization and its expertise – a brief statement of the name,
history, purpose, and activities of your agency, emphasizing its
capacity to carry out this proposal (one paragraph).

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 Chapter 3: Project proposal writing

3.2. Statement of the problem (Project Background )

❑ Describe the problem or issue which the project is designed
to overcome/ to resolve
❑ Explain how the problem arose/causes of the problem
❑ Describe the area where the project will be located
including its socio-economic status
❑ Describe the target groups/beneficiaries (direct and indirect
beneficiaries) and their needs, the causes of their needs.
❑ Describe the relationship of those needs to the goal of the
project.
❑ Explain the reason for undertaking this project.
❑ Are there any similar activities being conducted by the
government or other donors to address the problem in your
area?

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 Example 1: Present Situation/Problem to be addressed
The lack of teachers at schools in the mountainous (remote) areas of Vietnam is a
persistent problem in the country’s move for economic growth and development. A
combination of factors contributes to the continued lack of teachers in these areas.
The existing incentive policy is not attractive to teachers. There is also difficulty to
recruit or attract teachers willing to live and work in the mountainous areas, where
living conditions are not conducive for those not Indigenous to the region.

The lack of teachers impacts greatly on the continued quality of education delivered
in schools in the mountainous areas. Few teachers and frequent changes are not
encouraging factors for the local communities to send their children to school.
Vietnam faces a possible crisis of a widening urban-rural gap and high numbers of
unskilled and unemployed people in the longer term if the lack of teachers is not
addressed.

This proposal attempts to address the situation by identifying policies and programs
to increase the number of teachers in mountainous areas.

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Example 2: Present Situation/Problem to be
addressed
In August 2022, AAid conducted a participatory needs
assessment (funded by the WB and Vietnamese Government)
using recognized Hanoi–based researchers.
This study verified the immediate need for a small-scale seed and
fertilizer loan scheme for the poor in Ha Giang province
The study discovered that there is a great disparity between the
well-off and the poor in the productivity of their rice harvest. The
poor have 20% less productivity. This is thought to be due to
three factors (1) lack of technology; (2) poor seed quality and (3)
the absence of the appropriate fertilizers at the right times.

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 Chapter 3: Project proposal writing

3.2. Statement of the problem (Cont.)

❑ PRA (Participatory Rural Appraisal)

❑ CBPR (Community-Based Participatory Research)

❑ Tools for project identification
▪ Long term resident animator
▪ Meetings
▪ Mapping
▪ Creative expression
▪ Surveys
▪ Interviews
▪ Diaries
▪ Consultants etc.
❑ Developing the problem tree (causes and effects)

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 Chapter 3: Project proposal writing

3.3. Goals and Objectives

3.3.1. Goals
❑ Goal is a broad statement of what is ultimately
to be accomplished.
❑ In business: Goal is statements you make about
the future of your business.
❑ Statement of the goal:
◼ State what the general problem (s) your project is trying to solve
and the vision._ The general problem (1) will be resolved by the
goal of the project in the long term (10, 20, 30 years)
◼ Should be consistent with existing National Conservation
Strategies or any other Officially Declared Development
Strategies.
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 Chapter 3: Project proposal writing
3.3.2. Objectives
◼ Objectives are more specific aims, which the project is to
achieve with its own resources and activities and within the
time frame specified in your proposal.
◼ In business: Objectives are the exact steps your company
must take to reach its goals.
◼ Statement of objective:
❑ Be sure objectives respond directly to the problem as you have described it.
❑ Goals and Objectives relate to each other in an “IF ….THEN” fashion
❑ Should be SMART objectives: (1) Specific; (2) Measurable; (3) Achievable;
(4) Relevant; (5) Time – bound.
❑ Should use verbs: to provide, to build, to offer, to enable, to enhance, to
develop, to ensure, to reduce, to minimize, foster, represent, recognize,
retain, achieve, to accomplish, to attain, fulfil, meet, reach,.. etc.

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 SMART OBJECTIVES

◼ Specific: Objectives can be set to achieve a certain level

of market share within a specified time
◼ Measurable: You should be able to measure whether
you are meeting the objectives or not
◼ Achievable: Are the objectives you set, achievable and
attainable?
◼ Realistic: Can you realistically achieve the objectives
with the resources you have?
◼ Time: When do you want to achieve the set objectives?

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 Goal and Ojectives
GOAL OBJECTIVES

- Broad statement - Specific statement

- Vision/general intentions - Precise/Tangible

- Intangible/difficult to measure - SMART

- Long-term (10 years, 15-30 years) - Short/Mid term (1 year, 2-3 years)

- Use verbs: to improve, increase, - Use verbs: to improve, increase,

decrease, enhance, ensure, … decrease, enhance, ensure, …

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 Chapter 3: Project proposal writing
Example 1
❑ General problem: The lack of teachers at schools in
the mountainous (remote) areas of Vietnam
❑ Goal: The goal of the project is to attract teachers at
school in the mountainous areas of Vietnam by setting
up appropriate policies by 2030
❑ Obj. 1: To revise the Incentive Policy for teachers
teaching in mountainous areas by September 2022
❑ Obj. 2: To develop scholarship programmes for local
high school students to train as teachers at school by
December 2023

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 Chapter 3: Project proposal writing
Example 2
❑ General problem:....
❑ Goal: ...
❑ Objective 1:...
❑ Objective 2:...

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 Chapter 3: Project proposal writing
Example 3
❑ General problem:....
❑ Goal: ...
❑ Objective 1:...
❑ Objective 2:...

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 Chapter 3: Project proposal writing

❑ Problem tree
◼ is a graphic tool helping to structure hierarchically problems identified (the
negative situation), clarifying their CAUSE – EFFECT relationship

❑ Objective tree
◼ a summary of the desired future situation

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Eg. PROBLEM TREE AND OBJECTIVE TREE

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Eg. PROBLEM TREE & OBJECTIVE TREE

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Eg. PROBLEM TREE

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Eg. OBJECTIVE TREE

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 Chapter 3: Project proposal writing

3.4. Outputs and activities

3.4.1. Outputs
❑ Outputs are the results that can be guaranteed
by the project as a consequence of its activities.
❑ Statement of outputs:
◼ Describe the overall results that the project is
expected to produce on successful completion-
among its intended beneficiary group.
◼ Indicate in quantitative terms, to the extent possible,
what the project will produce through it planned
activities and budget.

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Outputs and Outcomes
OUTPUTS OUTCOMES
- As consequence of activities - Specific changes in:
+ Knowledge
- Concrete and tangible results + Skills
+ Behavior
- Short – term: Happens within the + Status
term of the project + Level of functioning
- Medium to long term: Changes that
- Past tense/passive voice occurs during or after project

- Use a verbs: Improved;

strengthened, increase

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 Chapter 3: Project proposal writing

Example 1
◼ Outputs:
❑ 90% of the province population are sorting and disposing of
solid waste in the correct places, which is then collected for
treatment.
❑ Household solid waste is collected (2.6 m3/day) and
recycled and/or treated
◼ The organic matter is used as N.P.K fertilizer on the province
fields
◼ The inorganic matter sorted and sold for recycling purposes
◼ The income generated contributes toward maintenance of the
treatment facility
◼ Material not suitable for recycling is buried.

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Chapter 3: Project Proposal Writing

Example 2

❑ Output: Five-day training course will be conducted by

the project
❑ Output: 500 representatives of the districts will attend
the training course
❑ Outcome: 80% of the representatives of the district will
understand the content of the training

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 Chapter 3: Project proposal writing

Example 3
◼ Outputs:
❑ ...
❑ ....
❑ ....
◼ Outcomes:
❑ ...
❑ ....
❑ ....

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 Chapter 3: Project proposal writing

3.4.2. Activities
◼ An activity is an action, which is necessary to transform
given inputs into planned outputs within a specified period of
time.
◼ Statement of activities
❑ Activities should follow logically and directly from objectives
in an “IF ….THEN” fashion.
❑ The anticipated timing of specific activities should be
spelled out.
❑ Individual and institutional responsibility for different
activities should be spelled out.
❑ When multiple activities are involved, a time chart is helpful
for each activity.

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Chapter 3: Project proposal writing

3.4.2. Activities
◼ Action/task
◼ Do st for sb
◼ Use verbs: to conduct, organize, set up,
design, construct, teach, mobilize, …
◼ Present tense

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Chapter 3: Project proposal writing

Example 1
◼ Activities:

❑ Conduct regular public dissemination about

environmental protection employing public loudspeakers,
leaflets, posters, and workshops to raise awareness
about environmental protection of the people

❑ Conduct campaigns to clean the streets and public areas

at least twice a year

❑ Conduct five-day training in solid waste treatment and

sanitation for all representatives of districts.

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 Chapter 3: Project proposal writing

◼ Example 2
❑ Ouput
◼ Activity
◼ Activity
❑ Outcome
◼ Activity
◼ Activity

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Project planning: Project Tree

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Chapter 3: Project proposal writing

3.5. Needed resources/Inputs

◼ Needed resources are all the resources to be used in
the project in terms of funds, personnel, materials, services,
etc, as provided by the donors, third party etc.
◼ Statement of needed resources
❑ List and describe the resources required including the
human, technological, material, capital, etc. necessary to
carry out each activity.
❑ List source of resources (e.g. Contribution from applicant
agency, community, third party, donors).

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Chapter 3: Project proposal writing

Example (cont.)
◼ Activity:
❑ Provide five-day training in solid waste treatment and sanitation
for all representatives of districts in Ha Giang province.
◼ Resources needed:
❑ Honorarium for two trainers: national environmental consultants
with the pervious solid waste treatment training experience for
five-week periods to plan and implement five-day training course.
❑ Transport for trainers.

❑ Curriculum.

❑ Venue: District People’s Committee halls

❑ Food and drink for trainers and trainees.

❑ Paper, pens, posters, and other materials.

❑ List source of resources: Who will pay for what?

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Chapter 3: Project proposal writing

3.6. Monitoring and Evaluation

3.6.1. Monitoring
◼ What is the monitoring of the project?
❑ Monitoring is the process of internal and external review
of progress in project implementation. It refers to the
process of systematically reviewing progress against
planned activities and targets.
◼ Purpose of monitoring:
❑ Identify and assess potential problems and success of a
project
❑ Recognize problems, which can be corrected to
strengthen the project
❑ Enable the reinforcement of initial positive results.

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Chapter 3: Project proposal writing

◼ Statement of monitoring
❑ Describe how the project will be monitored in terms of how
successful completion/ achievement of each activity and
objective will be ascertained, including:
◼ How each activity will be monitored (list indicators: quantity,
quality and time);
◼ Who will do it;
◼ When (How often?); Using what tools and methods?
◼ When reports will be submitted, and by whom.
❑ Be sure that both process and output aspects of the project
are included in the monitoring system
(Project implementation and management: how will the project be carried out, in
terms of a work plan, schedule of activities, and parties responsible for
implementation management?)

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Chapter 3: Project proposal writing

Example (cont.)
◼ Activity: Provide five day training in solid waste treatment
and sanitation for all representatives of districts in Ha Giang
province.
◼ Monitoring:
❑ How: Indicators
1) Number of trainees completing training.
2) Which trainees? (rich / poor, male / female, etc.)
3) Number of trainees adopting solid waste treatment
techniques after 1 year.
4) Adoption of solid waste treatment techniques by trainees
who did not attend training after 2 years.
5) Number of trainees requesting for additional training.

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Chapter 3: Project proposal writing

Who and when:

◼ Information to be collected by the Environmental
Information Center, who will report to Program Officers
quarterly.
◼ The Environmental Information Center will be
remunerated on a quarterly basis for this task. Reporting
on the activity will be provided to the donor agency
annually

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Chapter 3: Project proposal writing
◼ Example
Monitoring

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Chapter 3: Project proposal writing

3.6.2. Evaluation
◼ Purpose of evaluation:
❑ To clarify its objectives, and assess their relevance
❑ To assess how effective the work is, and what progress it is
making towards achieving its objectives
❑ To find out what impact it is having
❑ To see how efficient the work is, in terms of using
resources
❑ To look at the long-term implications-is the work
sustainable?

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Chapter 3: Project proposal writing

◼ Types of evaluations:
❑ By agent:
◼ Internal or self-evaluation
◼ External or independent evaluation
❑ By timing:
◼ Mid-term evaluation
◼ Terminal evaluation
◼ Ex-post evaluation
❑ By scope:
◼ Project evaluation
◼ Sect oral evaluation
◼ Thematic evaluation
◼ Programme evaluation
◼ Policy evaluation
◼ Strategic evaluation
◼ Process evaluation

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Chapter 3: Project proposal writing

❑ Evaluation report contents

◼ Executive summary
◼ Introduction
◼ Findings and conclusions
◼ Recommendations
◼ Lessons learned
◼ Annexes:
❑ Terms of reference
❑ Itinerary
❑ List of persons interviewed
❑ Summary of field visits
❑ List of documents reviewed
❑ Questionnaire used and summary of results
❑ Other relevant material

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Chapter 3: Project proposal writing

3.7. Budget
◼ Statement of budget:
❑ Describe the total cost of the project
❑ Separate personnel from non-personnel costs
❑ Describe how these costs have been calculated.
❑ Describe the budget components to be financed in cash or
in kind by government, project implementing agent, and
other parties participating in the project.
❑ Consider fluctuations in currency valuations (inflation),
contingencies (unexpected emergencies), and changes in
approach.

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Chapter 3: Project proposal writing

3.8. Background on the proposing institution/individual

◼ Statement of background on the proposing institution:
❑ Succinctly describe your organization, its purpose, professional
capacity, and previous experience, highlighting in each section
aspects which are relevant to the proposed project.
❑ Describe your partner in a similar vein.

❑ Describe the relationship between your agency, your partner (s),

the community and other involved agencies or individuals. Use a
diagram to highlight to these relationships.
❑ Describe who will be responsible for which aspects of the project,
in particular for: implementation, monitoring, reporting, and
handling the finances
❑ Include resumes of individuals being proposed if they are
available.

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Chapter 3: Project proposal writing

Appendix 1: Project logframe

Indicators Means of Assumptions

verification
Goal

Objectives

Outputs

Activities Inputs

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Chapter 3: Project proposal writing

Appendix 2: Beneficiaries
❑ Beneficiaries are numbers of people who are expected to
benefit from the project or whom the project is expected to
impact directly.
❑ Statement of beneficiaries
◼ Describe who and how many people are expected to
benefit from the project
◼ Explain how the target community have been selected
and how individual beneficiaries will be chosen from
within those target community
◼ Describe how project beneficiaries have been involved
in the project.

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◼ Appendix 4: Activities
◼ Appendix 5: Budget
◼ Appendix 6: Technical design
◼ Appendix 7: Sustainability
◼ Appendix 8: Problem Tree and Objective
Tree
◼ …

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Group assignment: Project Proposal
(10-15 pages)
◼ Cover page
◼ Summary
◼ Statement of the problem (5-7 paragraphs)
◼ Goal of the project (1 sentence)
◼ Objectives (2 sentences)
◼ Outputs (2 outputs)
◼ Outcomes (2 outcomes)
◼ Activities (2-4 activities) + Appendix
◼ Needed resources (3-5 paragraphs) + Appendix
◼ Monitoring system (3-5 paragraphs)
◼ Budget + Appendix
◼ Appendix: Log frame; introduction to organization requesting for funding; activities; budget;
characteristics of the project site; beneficiaries; Hierarchy of Objectives with Sample Goal, Project
Objectives, and results

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Questions for Review
1. What is the purpose of a project proposal?
2. What is a project cycle?
3. What are the main components of a project proposal?
4. What is the difference between the goal and objective of a
project proposal?
5. How do you write a good objective of a project proposal?
6. What does the activity of a project proposal contain?
7. What should be written in the monitoring of a project
proposal?
8. What does the budget of a project proposal contain?
9. What should be included in statement of background on
the proposing institution?
10. Why do you need to set up the logframe for project
design?

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