5 Elements to Be Included in Your Project Proposal Cover


Let's say you know how to mobilize fund for your NGO and ready to intrigue the donor with your great proposal, however, you stumbled on your proposal cover and don't know what to include, happens a lot right?

Well, here's the answer, in this article, you'll find the 5 essential elements to include in your proposal cover and finally you can cross this task from your to-do list.





Making the right proposal cover is crucial to maximize your chances of getting donor's fund, the main elements to be included are:

  1. The Name of the Project:
  2. Date of Submission
  3. Your NGO Name and Logo
  4. Donor's Name and Logo
  5. Proposed Period for Implementation.



1. The Name of the Project


Usually, we choose the name of the project after finishing writing the proposal and before sending it to the donor. Due to the importance of the project’s name, you should take enough time to think and be convinced by the name as it gives the first impression to the donor and it might increase their focus on the project and prepare them to accept it. Therefore, we advise the proposal writer to choose a good name taking into consideration the following points:

  • Consistent
    That means the name should be consistent with the project and represents what the project is actually about. Don't name your project "Urgent Medical Aids" when your project is in fact is about delivering food.
    Don't come up with a tricky name just so the donor considers your proposal, because if they did and they found out that the proposal isn't consistent with what they read in the cover then you are risking not only the refusing of your proposal but the probability of not considering any of your future proposals, and that's a huge cost for such an easy task to consider.



"Don't come up with a tricky name just so the donor considers your proposal"



  • Mentions the Field

    That means the field which the project belongs to such as FoodHealthWater, or any other field or cluster that your proposal falls in.
    The reason you need to do that is because donors often are looking for some fields and not considering others, so if your proposal is within the field that they are funding then your chances of getting fund is bigger, and if your proposal isn't then it'll be hard if not impossible to get that fund from that donor.


  • Mentions the Area
    The reason you need to do that is because some donors are interested in some areas more than others that may be because these areas had an urgent need to cover or because no one is working there and the donor was waiting for someone to come up and do the work there. Many reasons can confirm the importance of mentioning the area so do it, it won't take that long anyway!


  • Brief
    It is preferred not to exceed 6-10 words, and it can be one sentence consists of one or two parts. The first part consists of 2 to 4 words then (:) then the second 4-6 words.
    Make sure though it delivers the needed elemets like the ones stated above and that it conveys the project and gives a clear picture about what it is.



"Include the field which your proposal belongs to, because donors often are looking for specific fields and not considering others"



Examples of the implemented projects’ names by local and international organizations:

  • Sanitation Project: Improving sanitation, water, hygiene in Alsood and Alsoodah.
  • Yemen at a Crossroads: Enhance good governance in Yemen.
  • Emergency Response Project for education services in Taiz and Aden.
  • Empowerment Project for Local Development in Addis Ababa.
  • Emergency Medical Services Project in Accra.



"It is preferred not to exceed 6-10 words in the title, and it can be one sentence consists of one or two parts" 



2.  Date of Submission


That is the date of submitting the project to the donor. It's preferred to include it so the donor can see the priority of timing, so the older proposals addressed and reviewed first then the new ones, which ensure that you get a response from the donor in accordance with your submitting date.

It's also useful to see whether or not the proposal falls in a certain period of time which the donor called for proposals within, or it wasn't in that period, therefore, it should be treated differently 



3. Your NGO's Name and Logo


It should be obvious that you should submit your NGO name; after all you need to be addressed by the donor and get the fund under your NGO's name if your proposal got approved.

On the other side the name is important for the donor as well to check whether or not both of you have a previous relationship, and if there is then how was it? That could shorten a huge amount of time and efforts of reviewing and assessing.



 "Having a previous relationship with the donor could shorten a huge amount of time and efforts of reviewing and assessing"



For the logo if your NGO has one then make sure to put it near your name so the donor recognize your organization even If the viewer didn't read your NGO's name, as they say "A picture is worth a thousand words".

If your NGO doesn't' have a logo, it's highly recommended to have one before sending that proposal, your logo should be uniqueconveys your message, and looks trustworthy, after all it's your NGO visual message to the viewer.



4. Donor's Name and Logo:


As we mentioned in the previous point it's important to include your NGO's name and logo, but why would you include the donors name and logo? At the end the proposal will be delivered to them anyway right?

Well, yes and no, yes the proposal should be delivered to the donor, but no you don't want to omit their name and logo. First of all because it ensures that the proposal is in the right place.

Second, it delivers the message that you are applying specifically for that donor after going through their qualifications and conditions, thus you send it to them exclusively and you're not targeting multiple donors with the same proposal and hoping that one of them will just say: Yes here's the money!, it doesn't work that way, at least we didn't hear of such thing!



"Including the donor's name and logo ensures that the proposal is in the right place"



5.  Proposed Period for Implementation:


The period during which the organization proposes to implement the project you can write it like this  (From:1st January 2019 To: 31st December 2019), this (1st Jan. 2019 – 31st  Dec. 2019), or this (1/1/2019 – 31/12/2019),  the moral here is that it's clear and concise.

The reason you need to indicate the project supposed period is that so the donors can decide whether or not they are interested, because some donors prefers short period projects that can be assessd quicker to determine your NGO capacity and ability of implementation, especially if your NGO still young or if the relationship itself still in the ealry stage with that donor. Other reason can be on the contrary, that is the donor is interested in long period projects that can leave a long-term impact on the society.



"Some donors prefer short time projects that can be assessed quicker, others prefers long time projects that leave impact on society"



If you don't know who much period should your proposal have and you still thinking of what to do, then if your NGO still young and you don't have much accomplishments in the past then consider a tiny budget project with a shorter period of time, if your NGO is large and you've accomplished a lot with this donor or others you can propose a large budget and a long time project that can leave a significant impact on society.

Of course either period of time can be changed  based on what occurs during the implementation phase either in decreasing or increasing the timeframe, the thing here you need to contact your donor first to update them with your progress and to get the approval for the new time period.





Your proposal cover needs to include the name, date of submission, your NGO name and logo, donor's name and logo, and proposed period for implementation.
Including these five elements in your proposal cover can maximize your chance to get selected and have the fund for your project.





We hope you know now what to include in your proposal cover. If so we'd like you to consider Portal365 to write that proposal.

Writing proposals is difficult and frustrating, that's why we created Portal365 to help you who need to write better proposals in a shorter time. Give it a try, and start now for FREE!

If you have any inquires or topics you'd like us to discuss then let's have a conversation.

 Good luck, and have a great time.


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