A proposal writing checklist for local NGOs
Use this proposal checklist before you submit: planning, donor fit, structure, logic, budget match, annexes and final checks, built for local NGO teams.
Short answer
Before you submit a proposal, check seven things: the donor's eligibility and format, a clear problem with evidence, a logical link from activities to results, realistic indicators, a budget that matches the narrative, all required annexes, and a review by someone outside the project. Allow enough time, and submit before the deadline to avoid upload problems.
Key points
- Plan the writing time. Many proposals fail because information is gathered too late.
- Follow the donor's format and order exactly.
- The budget and the narrative must tell the same story.
- Check eligibility, page limits, signatures and annexes before the final day.
- Ask someone outside the project to review it.
Why use a checklist?
Proposals fail for small reasons. A budget total does not match the narrative. A required signature is missing. The project is outside the donor's priorities. A checklist catches these errors while there is still time to fix them.
Use this list at three points: when you decide to apply, when the first draft is ready, and 48 hours before the deadline. It is based on guidance from Bond, CARE and other sector sources, and adapted for local NGO teams.
Step 1: Should we apply at all?
Check before you invest weeks of effort.
- Eligibility. Are you eligible by registration, location, size and sector? Read the rules twice.
- Fit. Does the donor fund this theme in this area? Bond guidance says asking for areas the donor does not support can lead to rejection.
- Funding range. Is the amount within what the donor usually awards?
- Capacity. Can your team deliver, manage the funds and report in the donor's format?
- Time. Do you have enough days to collect information, consult partners and write? Bond notes it is impossible to gather everything in a week.
Our guide on donor mapping helps you choose which calls to answer.
Step 2: Is the structure right?
Follow the donor's format and order. Bond advises sticking to the donor's format, because reviewers often use checklists based on the call. A typical humanitarian proposal includes:
| Section | Check |
|---|---|
| Context and needs | Recent, sourced facts about the target area |
| Objectives and theory of change | One overall objective and a clear logic |
| Logframe | Indicators with baseline, target and source |
| Activities and timeline | Who does what, where and when |
| MEAL | How you will track progress and listen to people |
| Risks and access | Main risks and what you will do |
| Budget | Matches the activities |
| Cross-cutting themes | Gender, protection, inclusion, conflict sensitivity |
The CARE emergency toolkit lists similar elements: needs assessment, goals and indicators, cross-cutting issues, organisational capacity, risk analysis, budget and logframe.
Step 3: Is the logic sound?
- The problem is specific. It says who, where and how many, with sources. See how to write a strong problem statement.
- Activities lead to results. Each activity has a reason in the results chain.
- Objectives are realistic. The CARE toolkit asks that the design be achievable within the requested budget and time frame.
- Indicators measure change. Not only how many workshops were held.
- Gaps are acknowledged. If information is missing, say how you will address it. Do not hide it.
- Other actors are considered. Show you have checked what others do, to avoid duplication.
Step 4: Do the budget and narrative match?
This is the most common reason for questions. Check that every activity has a cost, every cost has an activity, and the totals add up. Bond warns that lowballing infrastructure costs, such as staff development and accounting systems, can raise questions about capacity. Do not under-budget; if the full cost exceeds what the donor usually funds, adjust the scope or find other funding. Read how to write a budget narrative that matches your proposal for details.
Step 5: Is the writing clear?
- The first page tells the reader the key objectives, who benefits and how many, the amount requested and the expected impact. Bond suggests this.
- Sentences are short and active. Acronyms are defined.
- Translations are checked. CARE advises checking quality if you use a translator.
- Numbers, page numbers and dates are consistent.
Step 6: What is the 48-hour final check?
- Eligibility and rules checked against the final text.
- Page limit and format respected.
- Logframe, work plan and budget attached.
- Signed letters, registration and other annexes included.
- Someone outside the project has read it and given comments.
- File names, file size and upload method tested.
- A second person confirms the submission method and the deadline time zone.
Keep a copy of everything you submit. If the proposal is rejected, request feedback; our guide on what to do after a proposal is rejected covers next steps.
How EMPO can help
EMPO is a reliable, 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 offer proposal writing training and support with proposals and concept notes, online or in person across Myanmar, in English and Burmese. See our services or contact us.
Sources
- 10 tips for writing better project proposals — Bond, 2021
- Writing proposals — CARE Emergency Toolkit
Questions people ask
How early should we submit?
Aim to submit at least 48 hours before the deadline. Slow internet and portal errors are common, and a late submission is usually rejected.
How long should a full proposal be?
Follow the donor's limit. If none is given, Bond guidance suggests a proposal generally should not exceed 10 to 15 pages, with reference material in an appendix.
Should we add extra documents the donor did not ask for?
No. Include what the donor asks for. Extra material is often ignored and may count against you.