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NGO Project Proposal Template

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Prepared by:

​[Sender.FirstName] ​[Sender.LastName]​

​[Sender.Company]​

Prepared for:

​[Client.FirstName] ​[Client.LastName] ​[Client.Company]​

Use our comprehensive project proposal template for Non-Governmental Organizations (NGOs) and streamline the process of presenting your project idea. Our free sample provides a structured framework for outlining project objectives, activities, budget, and anticipated impact, assisting you in creating a professional and compelling proposal.

A proposal for funding to support [Project.Name], an initiative by [Sender.Company].

Table of Contents

  1. Cover Letter

  2. Organizational Background

  3. Meet The Team

  4. Past Work

  5. Accolades Received by [Sender.Company]​

  6. Our Partners

  7. Problem Statement

  8. Project Justification

  9. Why Us?

  10. Project Goals

  11. Project Activities

  12. Project Results

  13. Budget

  14. Funding Summary

  15. Terms and Conditions

  16. Conclusion

When presenting your nonprofit’s mission and projects to potential donors or stakeholders, our Nonprofit Pitch Deck template is essential.

Cover Letter

This NGO proposal sample starts with a cover letter. The cover letter is the first introduction of your NGO to the potential donor. It has to be written in a compelling and captivating way.

Dear [Client.FirstName][Client.LastName],

This is [Sender.FirstName][Sender.LastName], the founder at [Sender.Company], as well as this project’s lead.

Although I introduce myself with these roles, there are many hats I wear while working at [Sender.Company].

​I know it sounds like a cliché to say we’re on a mission to make a better world — a story that you have no doubt heard a few times before, but trust us, [Sender.Company] and all its stakeholders believe in this mission. We might not have the funding of UNICEF, but at our level, we’re nonetheless committed to doing our best.

The reason why I started [Sender.Company] was because I sensed a need for development in (insert areas of problems) for (add information about your demographic), when (add information why did you take on the problem, what the knowledge gap was, what motivated you to begin, etc.)

While the [Sender.Company] team has undertaken many projects over the years to address this issue, this particular one lies particularly close to our hearts because (write what makes this project special from the rest of the work you’ve done).

We believe this project has the potential to reach over (X) number of people, affecting (X) lives, and positively impacting (X) individuals. And this is just the beginning, as these projects not only hold true for (Area) — we expect to benefit, at minimum, (X) + people when we roll out this initiative in (City.X), (City.Y), and (City.Z).

If you’d like to see any further information about this project, please let me know and I’ll be happy to present you with any and all necessary details. In the meantime, please feel free to go through our proposal. If you have any questions, I’m available at [Sender.Email] between Monday — Saturday, 8:00 am to 7:00 pm (PST).

Best,

​[Sender.FirstName][Sender.LastName]​

​[Sender.Title]

​[Sender.Company]​

When writing the cover letter for an NGO project proposal, format it either Word doc or a PDF file.

Organizational Background

When writing the organizational background in your proposal, don’t just use the exact copy from your mission statement. Sometimes this information is dated or doesn’t cover every aspect of your NGO, which is necessary for this project. Instead, you should research your NGO and write an updated background for this proposal that’s uniquely suited to the project.

​[Sender.Company] is a registered non-government entity. We are an operational NGO, meaning we plan and carry out boots-on-the-ground projects to accomplish our objectives. This requires a great deal of careful planning, communication, and local involvement for each project.

Our goal as an organization is to accomplish the following:

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Goal #1

Goal #2

Goal #3

Description

Description

Description

We hope to further our progress to reaching these goals through (Project.Name), the project outlined in this proposal.

The project goals you list should be general, high-level, long-term objectives of the project. These should not be confused with project objectives which are more detailed and specific. These goals form a benchmark by which the project’s success can be measured.

Meet The Team

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(First Name) (Last Name)

Project Lead and Founder

Hi! We recently “met” via the cover letter. Here’s a little more about me which I didn’t cover there: I’ve spent more than 12+ years of my life dedicated to this cause, [Sender.Company] is one of my NGOs (I have two more!), and I’m an avid book geek (I love the Kite Runner and the Harry Potter series equally).

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(First Name) (Last Name)

Chief Marketing Officer

As the CMO of [Sender.Company], my main duties are to amplify the hard work the team does here. I do this by (mention the strategies and concepts they use so the sponsor knows how you will amplify the project). In my free time, I love to walk to clear my mind (if I’m not in my office, I’m out for a walk).

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(First Name) (Last Name)

Administrative Head

Amongst all the (productive!) chaos that happens at [Sender.Company], my job is to keep things in order, to maintain relationships with our stakeholders, and to oversee all the nitty gritty details others might miss. That’s a good thing, as I’m a super organized person!

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(First Name) (Last Name)

Team Lead

If you want to get a task done at [Sender.Company], I’m your guy. As the Team Lead, my job is to ensure timely execution of all project goals and to course correct anytime we run into any issues. Also, just like our CMO, I love to walk to clear my mind as well.

Volunteer Team

Meet our Volunteer Team: (Volunteer Name), (Volunteer Name), (Volunteer Name), (Volunteer Name), (Volunteer Name), and (Volunteer Name).

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It’s best practice to include names of all your team members, including your volunteers, no matter how many. Also, try to make this proposal more personalized by telling the reader what the team members do at work, but also what kind of person they are outside of work.

Past Work

​[Sender.Company] is proud of all the work we have created. Here are some of the most interesting and impactful projects we have undertaken:

Project Name

(Include project details)

(Add information about the impact it was able to create)

(Other interesting facts about the project)

Project Name

(Include project details)

(Add information about the impact it was able to create)

(Other interesting facts about the project)

Project Name

(Include project details)

(Add information about the impact it was able to create)

(Other interesting facts about the project)

Accolades Received by [Sender.Company]​

Listing the accolades of your NGO is an excellent way to show potential donors what your non-profit has achieved. This serves as additional social proof of your efforts and also shows how determined your NGO is.

To signify our hard work in the field of (problem areas), [Sender.Company] is proud to announce that we have been the receiver of the following accolades.

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Add Award Name

(Reason why you won the award)

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Add Award Name

(Reason why you won the award)

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Add Award Name

(Reason why you won the award)

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Add Award Name

(Reason why you won the award)

​

Our Partners

All our hard work would not churn out the impact it has today if we did not have the love and support of our partners.

Add Partner Name

(Add information about what was their contribution to the project)

(Add information on since when did the partnership begin)

Add Partner Name

(Add information about what was their contribution to the project)

(Add information on since when did the partnership begin)

Add Partner Name

(Add information about what was their contribution to the project)

(Add information on since when did the partnership begin)

Your partners, awards, and past work all act as social proof of the impact you’ve been able to create. Adding information on these topics builds credibility with your sponsors, showing that you have undertaken projects of this degree in the past, have received support from multiple partners, and have even been awarded for it.

Problem Statement

What justifies the financial and time commitments necessary to execute your plan? Provide sound data samples such as case studies and previous projects in other areas.

(Add a problem statement. Be 100% clear on why it is a problem, who is affected and to what extent, etc.)

Project Justification

What justifies the financial and time commitments necessary to execute your plan? Provide sound data samples such as case studies and previous projects in other areas.

(Add project justification. Explain what becomes possible once your proposed solution is implemented for this project, and reference your NGO’s track record with other successful jobs completed.)

Why Us?

This is the place where you make your pitch. There might be many NGOs out there who can undertake the same project as you, so what makes you better than the rest? Add all your distinguishing qualities and experiences that make you more equipped than the rest to undertake this project. Show your sponsors what kind of results/impact they would be missing out on if they don’t use your expertise on the project.

Project Goals

What are your goals for the project?

Completion of this project will further our overarching objectives, including:

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Goal #1

Description

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Goal #2

Description

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Goal #3

Description

The project will also accomplish these additional goals:

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Goal #4

Description

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Goal #5

Description

Project Activities

What are the specific activities that will happen during the project? Help your potential financier understand just what their investment in the project is enabling at an operational level. Include a Gantt chart if possible — this shows that you’ve planned effectively, and helps financiers understand project timelines.

(Project.Name) will include the following strategies:

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Activity

Activity

Activity

Description

Description

Description

The timeline for executing each activity is outlined in the Gantt chart below.

(Add Gantt chart here, or other visualization that will help potential financiers understand how you see the project progressing over time).

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Project Results

What are the real-world impacts of your planned project? Breaking them out into short, medium, and long-term results makes it easier for your financier to see the good their investment is doing.

The impact of (Project.Name) will be felt in the short, medium, and long terms. The following are the project results which will be realized upon completion:

— Short-Term (Completion – 6 months)

(Add short-term results here).

— Medium-Term (6 months – 2 years)

(Add medium-term results here).

— Long-Term (2 years & beyond)

(Add long-term results here).

Budget

Show that you’ve got a well-formed project budget, including current funding sources.

(Project.Name) requires the support of generous benefactors in order to move forward. The table below outlines the costs associated with the project.

​

Category

Year 1

Year 2

Year 3

Total

​

Equipment/Materials

Year 1 cost

Year 2 cost

Year 3 cost

Total cost

​

Training/Travel

Year 1 cost

Year 2 cost

Year 3 cost

Total cost

​

Contracts

Year 1 cost

Year 2 cost

Year 3 cost

Total cost

​

Other

Year 1 cost

Year 2 cost

Year 3 cost

Total cost

Terms and Conditions

  1. In case of any disputes, both parties agree to settle the dispute amicably, with or without the help of a third party. Failing to reach a settlement, they may go to court at their own perusal.

  2. If any party wishes to seek legal remedies for any issues, they may seek doing so under the laws of [Sender.Country], [Sender.State].

  3. Both parties agree to strictly keep confidential information confidential. Such information will not be shared with any parties who do not have the need-to-know on the topics, or do not already know the information.

  4. Both parties agree not to solicit any employees of other parties for either themselves or a third party.

You can turn this proposal into an agreement by adding Terms and Conditions here. These terms are just a few examples; you may add more as you wish to include all obligations for both parties.

Conclusion

Adding details specific to the recipient here can personalize your NGO project proposal, increasing your odds of being considered for funding.

​[Client.FirstName], we believe that the worthy causes undertaken by [Sender.Company] will continue doing a great deal of good for many people in need. We’re excited for the opportunity to partner with you and [Client. Company] to make this project a reality, leading to substantial short, medium, and long-term benefits.

We look forward to working with you!

Should you have any questions, or wish to discuss this project further, please reach out to our project director:

​

MM / DD / YYYY
Signature

​[Sender.FirstName][Sender.LastName]​

Project director at [Sender.Company]​

​

Signature
MM / DD / YYYY

​[Client.FirstName][Client.LastName]​

​[Client.Company]​

Once you’ve completed your NGO project proposal, you need to make sure the packaging is done properly before sending it to donors. This includes making sure all relevant information is covered, that the proposal and all its elements are in the right format, that the proposal doesn’t exceed any page limitations, etc.

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FAQ: NGO Project Proposal Template

  • An NGO project proposal outlines the details of a specific project being put forth to donors for financial contributions. These documents are essential marketing documents that NGOs can use to gain donations and sponsorship. It introduces the project to donors in a clear and detailed manner to convince them to contribute, and it explains why help is needed and what this assistance will mean for the project.

  • When you write a project proposal for an NGO, there are certain aspects that must be included. These are required to ensure you cover all the aspects of your project in such a way that the donor will understand what they’re contributing towards. These required components are:

    • A problem statement

    • Project rationale or justification

    • Project goals and objectives

    • Strategies and activities

    • Results

    • Budget

  • It’s easy to use PandaDoc to make a project proposal for your NGO. You simply select the free NGO project proposal template and click the ‘Use this Template – Free’ button. This will open the template in the document editor so that you can make changes. All fields where you need to add information will be highlighted in yellow. However, you can also add or make changes to any of the other information to suit the needs of your project proposal.

  • To get funding for an NGO, you need to get as social as possible with your efforts, and interact with multiple stakeholders and donors. When the opportunity presents itself, you need to present the right donors with a project proposal so that they consider funding the NGO.

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