Topics:

Getting Started, Nuts and Bolts of the Proposal, Getting it Done and Putting it Together, Final Steps: Editing and Submitting Your Proposal

Getting Started

Don't "Bark up the Wrong Tree"

Any foundation or agency's mission is not to fund good research, but to fund good research that aligns with its stated goals

Foundations usually have clearly-defined statements of the research they fund, whether they accept unsolicited proposals, proposals from individuals or institutions, etc. Carefully read their website, printed materials, call for proposals or other announcements to be sure that your research idea matches their stated goals and funding criteria.

Look for funded projects that are similar to yours. Contact the principal investigator and ask them to send you a copy of their proposal; review it for guidance in preparing your own submission. Highlight in your proposal how your new project will mesh with and expand upon current works.

Most agencies change their funding priorities over time. A proposal that was not accepted in previous funding cycles might have a better chance now. Check the foundation or agency website and call the program director to discuss your options.

It is acceptable to tailor your written proposal to highlight your fit with the agency's research goals, but if your idea does not mesh at the conceptual level even good writing cannot fix it.

Nuts and Bolts of the Proposal

(1) Abstract/Executive Summary/Description

Remember that the abstract is a "sales document" for your project which must engage the reviewer's interest to continue reading.

The abstract is often used to assign reviewers, so word it carefully and select appropriate terminology to direct it to the right readers.

Be sure to include all the "puzzle pieces": concept, hypotheses, methodology, data collection, anticipated results and implications. Pulling a few sentences from your introduction, however well-written, will be incomplete.

Often, the abstract is the first and only section that a reviewer will read. Make sure that your idea is conceptually sound and your writing crisp and interesting, to "hook" your readers into continuing further.

The abstract comes first, but should be written last! Write the abstract as your last step, after the entire proposal is complete.

(2) Background/Literature Review

Show a thorough knowledge of your subject area. Include other researchers' contributions, even if they are competitors -- they might be reviewers who would not appreciate having their work ignored in your write-up

Point out critical deficits in the existing literature that your project will address to justify the need for your research.

Be sure any supporting data is accurate and current. Keep up-to-date on the research literature and add relevant citations and findings to your proposal as it develops.

(3) Methodology/Experimental Plan

Address the "how," "when," and "why."

Anticipate questions that reviewers may raise about your methods and projected results. If your methods work as anticipated, what will be the next step(s)? If the methods or experimental design do NOT work as expected, what is your contingency plan?

Preliminary data are very helpful to reviewers, especially for new researchers or very innovative methods. If you do not have a proven track record, run some quick experiments using your proposed method and include some preliminary data in your proposal.

(4) Budget

Develop worksheets to project costs for staffing, research space, overhead, etc., and include the worksheets in your proposal to document your anticipated expenses. Attach narratives only if they complement, not repeat, straightforward information from the worksheets.

Find out what your institution can and will contribute in terms of in-kind support, research space, equipment, research assistants, etc. Research your institution's rules and requirements for overhead, equipment acquisition, and all aspects of financial reporting and include relevant information in your proposal.

Be clear about who is fiscally responsible for any funds that may be awarded. For small projects, this could be the individual grantee, but larger projects may be turned over to a financial officer at your institution.

Getting it Done and Putting it Together

Schedule enough time for writing: It takes an enormous amount of time and effort to write a quality proposal. Experts recommend setting aside small chunks of time every day or week, rather than writing the whole document in a marathon session. Some researchers advocate beginning an entire funding cycle before you intend to submit, to leave adequate time for writing, soliciting feedback, editing, rewriting, and making final revisions.

Select your title carefully. It should define your project clearly and accurately, and be clever and eye-catching. Keep in mind that it may be used to route your proposal within an agency and to select individual reviewers based on their expertise.

Final Steps: Editing and Submitting Your Proposal

Do not write for an audience intimately familiar with your work - aim to make the tone more general. Enlist the aid of reviewer/colleague who is NOT familiar with your work

to help you finesse the specificity.

Ask at least three colleagues to review your finished proposal: someone familiar with your research, someone from your field who is NOT familiar with your research (who can point out logical errors) and someone who is a good editor.

Young researchers should not assume that they are burdening colleagues by asking for editorial comments. Sharing ideas with colleagues and providing feedback is part and parcel of joining the research community.

Remember: Good writing cannot fix a poorly conceived idea or a shoddy experimental design, but bad writing can doom the sharpest ideas and best research plans!

Read your text out loud. This tried-and-true method highlights circular logic, run-on sentences, and overstuffed paragraphs.

Double- and triple-check that your proposal adheres to all requirements and guidelines (such as page limits, font size, margins, line-spacing, cover letter, etc).

Avoid jargon and abbreviations in your text.

Spell-check and grammar check are a must!

Application review runs the gamut from peer-review panels to informal roundtable discussion of Foundation Boards; familiarize yourself with the individual agency's review process before submitting your proposal.

Some foundations and funding agencies require a proposal letter in lieu of a full-blown application. Read their instructions carefully to determine the format, requirements and length of proposal letters.