Proposal Examples
Documentation
It is always strategic to document your proposal. There is something about having an idea written on paper that gives it weight and allows people to focus. Documenting your proposal is also the best way to confirm that everyone is in basic agreement with the content of the document.
Use your document as a focal point during the meeting. While it is helpful to send an agenda or one-page memo to participants ahead of time, it is not wise to send your full proposal because the audience may take a position before you have had a chance to interact, impress, understand and respond to them.
Be sure to keep your document succinct. The most effective proposals are limited to three pages, including a one-page budget. Your proposal should include a brief introduction, timeline and summaries of roles, responsibilities, decision-making processes and—especially important—the program "deliverables." As you go through your overall communication and partnership-building stages, try to arrive at a universal agreement on what the program will aim to achieve.
Be specific. Instead of writing, "we could save a lot of money if people conserved energy," say "your departments would save $50,000 per year if dorm residents turned off their computers at night." Instead of "other universities have done this successfully," say "Colby, Yale and Brandeis have run a total of fifty interns over three summers, leading to twenty environmental-impact reduction projects and a 200-percent return on investments."
Most importantly, make sure that your potential funding partners agree with your assertions. If they do not "buy" them, find out why and try to alleviate their concerns. If they still do not agree, find out what they would support and write that into the proposal.
If you wish to reference lengthy case studies, statistics or background materials, provide this information either verbally or in separate short documents. Keep in mind that people are overloaded with materials to read and absorb. They will be much more likely to read and understand your proposal if you present it in summarized form. Also remember to propose a program name and logo with all the materials you present.