HOW TO WRITE

PROJECT PROPOSAL
FORM AND STYLE
Seminar-Workshop in Planning and Writing Winning
Project Proposals
Oct. 27-28, 2007, Camiguin Islands
Sponsored by Phil. Assoc. of Water Districts
NATURE OF PROJECT
Completion of groundwork commences
project proposal writing based on nature of
project
- Format
- Project design and outline
- Grant application requirements
- Funding
FORMAT and PARTS
Title Page (for proposal of 3-4 pages)
- Project title
- Name of lead organization/potential
partners
- Place and date of project
- Name of donor (if available) to whom
proposal is addressed
SAMPLE TITLE PAGE
(Hypothetical)
Needs Assessment Leading to Potential Water
Supply to Carmona, Cavite Squatters Colony

Project Proposal Submitted by:
Cavite Water District

Carmona, Cavite Effective January 2008

Proposal Submitted to:
Cavite Water District
in cooperation with
Cavite Lions Club

FORMAT and PARTS
WHAT IS A GOOD PROJECT TITLE?
Short
Concise
Refer to key project result
State the leading project activity
Give an effective snapshot of project

FORMAT and PARTS
Content Page (table of contents for
proposal of 10 pages or more)
- To find quickly relevant parts of proposal
- To contain sections and pages of
document
FORMAT and PARTS
Abstract ( a short project summary
from 10 lines to 2 pages, to include)
- Problem statement
- Project objectives
- Implementing organization
- Key project activities
- Total project budget
FORMAT and PARTS
Context (describes social, economic,
political and cultural background)
- Contain relevant data from research
- Multi sources of data
- Large amount of data put in the annexes
FORMAT and PARTS
Project Justification (rationale
provided for the project)
- Problem statement to make a case,
explanation of the needs to be addressed
- Priority needs arising from the problem
(must)
- Proposed approach/strategy to solve the
problem
FORMAT and PARTS
Presenting Organization (giving
capacities and capabilities of
implementing organization)
- Analysis of organizational strengths
- Participatory planning/team work
- Organizational track record

FORMAT and PARTS
Project Aims (from goal to results)
- hierarchy from goal, to objectives, to
activity, to results
e.g. - to improve the quality of life (goal)
- to improve quality of water supply
(objective)
- by laying 10-km pipe from source to tap
(activity)
- 1,000 families have clean and potable
water (result)
FORMAT and PARTS
Target Group (beneficiaries of project)
- Provide detailed description of size and
characteristics of target groups
- Target group composition analysis based
on age, gender, income, etc
FORMAT and PARTS
Project Implementation (describe
activities and resource allocation)
- Activity plan to include list of project
activities and Gantt Chart
- Resource plan provides the means for the
project including the line-item budget
(LIB)

FORMAT and PARTS
Preparing An Activity
- List all project activities in a single list
- Break activities into manageable
tasks/sub-activities for resource
estimation
- Clarify sequence and dependence of
interrelated actions
- Draw up a timeline for each task from
start-up to completion
FORMAT and PARTS
Preparing An Activity
- Summarize scheduling of main activities
and plan the timing
- Use milestones to provide a measure of
project progress and targets to aim for
- Define type and level of expertise for each
task
- Allocate tasks among the team in
consultation with members of this team

FORMAT and PARTS
Budget (itemized summary of income
and expenses over a period of time)
- Income as financial asset as source of
support for the project
- Expenditures are anticipated costs in
project implementation as reasonable
reflection of activities
FORMAT and PARTS
Budget Categories
- Direct costs associated with an activity
(e.g. conduct of seminar)
- Operational costs related to internal
activities of the project
- Units, Quantity Per Period and Estimated
Units Costs are needed to calculate costs
associated with any of the two categories
FORMAT and PARTS
Line-Item Budget (LIB) refers to types
of expenditures
- Personal Expense (PE) for hiring personnel
and consultants
- Maintenance and Operating Expense
(MOE) for internal affairs of project, supply
and materials
- Capital Outlay (CO) for cost of equipment,
facilities and other fixed assets
- Miscellaneous Expense (ME) for those
which do not fall under the above

FORMAT and PARTS
Monitoring and Evaluation (setting
of indicators for expected results of the
project)
- How and when to conduct
monitoring/follow up project progress
- Methods to use in evaluation and
monitoring
- Who will do the evaluation
FORMAT and PARTS
Management and Personnel
(description of project personnel)
- Individual roles of each project personnel
- Communication mechanisms that exist
between and among them
- CVs and resumes attached to the annexes
FORMAT and PARTS
Annexes (important information but too
large to be included in project proposal)
- Analysis related to the project (e.g soil
topography)
- Policy documents an strategic papers (e.g.
law creating water district)
- Information on organization (e.g. Annual
Report, brochures)
FORMAT and PARTS
Annexes (important information but
too large to be included in project
proposal)
- Information on personnel (e.g. CVs)
- Maps of location and target area (e.g.
Barangay clusters)
- Management forms and structures (e.g.
Org. Chart)