How to write a strong problem statement

What is a problem statement?

A problem statement explains why your project is needed. It is the base of the proposal. If it is vague, every section that follows looks weak, because donors judge activities against the need.

A good statement does four things, as grant-writing guidance describes. It uses evidence to show the nature and size of the problem. It explains contributing factors. It identifies gaps in current services. And it prepares the reader for your approach without describing the solution in detail. It lays the foundation for your project to appear as a logical response.

What does a bounded gap look like?

OpenAid guidance says to name a bounded gap: state whose access or conditions are affected, where and during which period. It adds that "insufficient funding for our organization" does not explain the external need.

Compare two versions.

Weak: "Many communities in our area lack access to education and need support."

Stronger: "In [number] village tracts of [township], children aged [range] in [group] have had no access to a functioning primary school since [month, year], according to [source, date, sample]."

The second names the group, place, time and source. Fill the brackets with your own verified facts. Never invent numbers.

How do you write one in six steps?

1. Collect your evidence first. Record the population, place, period, current condition and the gap you can show. Keep the original sources and note their limits.
2. Name the gap. Write one or two sentences that say who, where and what is missing.
3. Add labelled evidence. Give each fact a source and date. Separate your own records from population-level data, and reported experience from measured rates.
4. Compare carefully. OpenAid warns to compare rates only when definitions, periods and areas fit. A local count cannot be compared with a national rate.
5. Explain causes with care. Write documented causes. Label hypotheses as hypotheses. If the reasons are unclear, say so.
6. Show what exists. Describe existing services and local strengths, and say what gap remains.

What should you include and exclude?

HelpAge guidance on concept notes adds that donors want data disaggregated by sex, age and disability, with references, when you describe the problem. Avoid long, emotional language. Overdramatising can work against you. Let the evidence carry the case.

What about sensitive data and local context?

In Myanmar, some information may be sensitive: exact locations, names of affected people or security details. OpenAid advises asking responsible local and technical colleagues to check accuracy and wording through safe channels, and not launching new sensitive-data collection only to strengthen a paragraph. Use ranges or township level where precision could put people at risk. Our guide on ethics and consent in data collection explains what to avoid.

Also describe the context in neutral, factual terms. State access limits, displacement patterns or service gaps as conditions that affect people, without taking sides.

How should the statement connect to the rest of the proposal?

The problem statement sets the logic for everything after it. Each objective should answer a part of the gap you named. Each result should be something you can measure against the evidence you gave. If the problem says children cannot reach a school, a result about teacher training alone will look disconnected. Check this link when you write the objectives, and again when you write the indicators. If a donor reviewer cannot trace a line from the gap to your activities, the proposal will feel weak, even if the activities are good.

How do you check your own draft?

Ask these questions:

• Can a reader who does not know your area picture who is affected?
• Does every number have a source and date?
• Have I separated what I know from what I assume?
• Does the statement describe the people's need, or my project's need?
• Would the statement still make sense if my project did not exist?
• Does it connect to what this donor wants to fund?

Ask a colleague outside the project to answer them. Then use the statement to shape your concept note, the objectives and the results.

How EMPO can help

EMPO is a trusted training and consultancy provider and one of Myanmar's leading names in practical NGO training, with 1,200+ people trained and 15 partner organisations. Our Yangon team runs proposal writing training online and in person across Myanmar, in English and Burmese, and supports proposals and concept notes for donors. See our services or contact us.

Sources

• Write a Need and Problem Statement — OpenAid
• Module 3: Project proposal and concept note writing — HelpAge International, 2023