How to write a concept note donors read to the end
A practical guide to concept notes: what donors want in two to four pages, a clear structure, a numbered writing method and mistakes that get notes rejected.
Short answer
A concept note is a short document, usually two to five pages, that shows a donor your project idea before you write a full proposal. Open with the problem, show the gap, state one outcome and a few results, describe your approach and your credibility, and give a realistic budget range. Follow the donor's template if one exists, and keep every claim specific.
Key points
- Always follow the donor's template and page limit.
- Open with the problem, not with your organisation's history.
- State one outcome and a small number of results. Do not list every activity.
- Give a realistic budget range that fits what the donor usually funds.
- Have someone outside the project read it before you send it.
What is a concept note, and why does it matter?
A concept note is a short summary of a project idea. Many donors ask for it before they invite a full proposal. It saves time for both sides: the donor can judge fit quickly, and you avoid writing a long proposal for a project that will not be funded.
HelpAge International training material describes a concept note as a brief outline of the project you have in mind. At this stage, the donor does not want a detailed analysis of the problem or every activity. They want to understand the problem at a high level and see how you propose to respond. A concept note does not guarantee funding. It earns you the next step.
How long should it be, and what format?
If the donor gives a template or a word limit, follow it exactly. For example, Global Affairs Canada states word limits for unsolicited concept notes and asks for a set font and page size. Ignoring rules like these can end your chances.
Without a template, SSWM guidance says most agencies ask for three to five pages and that shorter is better. HelpAge suggests a maximum of four pages of A4. The UK Department for International Development once used a concept note limit of five pages, excluding the indicative budget and logframe, for its humanitarian funding guidelines. Plan for about two to four pages.
What should a concept note include?
The HelpAge module lists what the donor will want to know, briefly: who your organisation is, who will benefit, why the project is needed, how you know it is needed, what you will do and how, when and where, and how much money you ask for. Turn those questions into sections.
| Section | What to write | Typical length |
|---|---|---|
| Title | Clear and specific | One line |
| Problem and gap | The need, the evidence, and what is not yet being done | 1–2 paragraphs |
| Proposed approach | What you will do and for whom | 2–3 paragraphs |
| Outcome and results | One outcome and a maximum of five key results | Short list |
| Location and duration | Where and for how long | 2–3 lines |
| Organisation | Specific, relevant experience only | One paragraph |
| Budget | Realistic estimate by main headings | A short table or 2–3 sentences |
HelpAge also advises one outcome only and at most five key results, with no more than three activities per result. Keep activities brief at this stage.
How do you write one in six steps?
- Read the call. Mark the priorities, eligibility rules, limits and funding range. Use the donor's own terms.
- Write the problem first. Be specific and cite your source. Our guide on writing a strong problem statement covers this.
- Show the gap. What is already being done, and why is it not enough? This shows you know the landscape.
- Describe the change. Write one outcome as a change in people's lives, then results that lead to it.
- Add your credibility. Pick relevant experience, such as similar work, local presence and partnerships. Skip your founding story.
- Check the budget range. Make sure it fits what the donor typically funds and includes staff, overhead and monitoring.
Write the full note, then cut. Remove each sentence that does not help the donor decide.
What mistakes make donors stop reading?
- Starting with the organisation. Funders fund change. Start with the problem.
- Vague need. "Many people need help" says nothing. Say who, where and how many, with a source.
- Activity lists. Donors want outcomes, not a long list of workshops.
- A budget that does not fit. Asking far more than the donor usually gives suggests you did not research them.
- Ignoring instructions. Wrong format, over the page limit, missing sections.
- Jargon and acronyms. Write so a reader outside your sector understands.
Our proposal writing checklist for local NGOs helps you check the note before you submit and prepare for the full proposal.
How should you prepare for the next stage?
If the donor invites a full proposal, you will need more detail quickly. HelpAge guidance says the full proposal budget should not vary much from the concept note budget, about 20 percent, though some donors have their own rules. Keep your working notes: evidence sources, activity costs and partner details. Start planning the full proposal team and timeline as soon as you submit the concept note.
How EMPO can help
EMPO is a trusted, Yangon-based training and consultancy provider and one of Myanmar's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. We train teams in proposal writing and can support concept notes and proposals for donors, in English and Burmese. See our services or contact us.
Sources
- Module 3: Project proposal and concept note writing — HelpAge International, 2023
- Writing a proposal: 10 tips for writing better project proposals — Bond, 2021
Questions people ask
How long should a concept note be?
Follow the donor's limit first. Without one, guides suggest about two to five pages. HelpAge guidance says a maximum of four pages of A4 is ideal.
Should a concept note include a budget?
Include a realistic estimate or range if the donor asks for one. Do not guess. A full proposal budget should not differ much from the concept note budget.
Can I send the same concept note to many donors?
Use one base version, but adapt it to each donor's priorities and format. Notes that ignore the donor's language and limits are often set aside.