concept note vs research proposal

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Concept Paper vs. Research Proposal – and when to use each

By charlesworth author services.

• Charlesworth Author Services
• 08 March, 2022

On the surface, concept papers sound like they do the same job as a research proposal – and essentially, they do. Both are designed to communicate the rationale, methodology and outcomes of a proposed piece of work. The difference between the two lies mostly in the level of detail and the potential audience, based on which your approach towards writing each will vary. In this article, we dig deeper into these and recommend when to use which.

Concept paper: Putting your idea to paper

• What : A concept paper verbalises an idea and puts it to paper for the first time. Here, an overall rationale is presented, with a focus on the essential idea and potential impact of the expected outcome(s). However, what you would not include here is much in-depth detail.
• When : Writing a concept paper is most useful when an initial expression of interest is made to either a collaborator or funder – provided the funder has mechanisms for you to do this, like an open call.
• Why : The aim of your concept paper will be to win your audience over with your idea and its potential ramifications. 

(For more on concept papers, read: Understanding and developing a concept paper )

Research proposal: Showing how things will get done

Let’s say that through your concept paper, you find funding and collaborators for your proposed research project. You will now get into the nitty gritty of the project with a research proposal, while still keeping it “consumable” enough for a broader audience.

• What : A research proposal builds on a concept paper by now including aspects like key deliverables, milestones and specific outcomes, as well as how you plan to achieve these. 
• When : You will typically send a research proposal to sources of funding of an open nature, i.e. those that do not require a standardised form to be filled in, as is often the case with institutional internal funding or private investors.
• Why : It is not necessary for you to first send someone a concept paper and follow it up with a proposal. However, you may often need to follow this sequence in order to provide only ‘need to know’ material depending on the stage of your relationship with potential partners.

( For more on research proposals, read: Writing a successful research proposal )

When both are needed, a concept paper precedes a research proposal

Deciding between a concept paper and a research proposal

Whether you send someone a concept paper or a research proposal depends entirely on two things: 

• Your existing relationship with whomever you are reaching out to
• What you are trying to achieve

If you are emailing an organisation or individual for the first time, you are more likely to receive a response by attaching a brief, snappy concept paper that is easily read by a multitude of people. On the other hand, some larger organisations, such as pharmaceutical companies, are very used to seeing full-fledged research proposals and may have a portal on their website where you would need to upload one, enabling them to skip the preliminary step of vetting your work through a concept paper.

Our recommendation : Given how pressed many people are for time these days, it would be prudent to send concept papers more frequently than research proposals. If more information is required, you will be asked for it.

Concept papers and research proposals do very similar things, but set out and achieve very different aims. They are often sent in sequence – the concept paper first, followed by the research proposal. The need for a research proposal arises when the concept paper has achieved its mark – when, for example, more information is required for a funding decision to be reached, or due diligence is to be performed, as a result of your concept paper gaining preliminary acceptance. Following up with a research proposal fills in the gaps and will aid in answering questions arising from the concept paper.

Read previous (second) in series: Writing a successful Research Proposal

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What is a concept note and how to write one for funding

Every year, countless visionary projects struggle to take flight due to a lack of financial support. In the evolving landscape of social impact and community-driven initiatives, securing funding can be a transformative game-changer. A well-crafted concept note serves as a potent tool to unlock the resources needed to turn your ideas into reality. Whether you represent a non-profit organization, a social enterprise, or an individual with a passion for change, mastering the art of writing a compelling concept note is crucial.

This comprehensive guide is designed to equip you with the knowledge and confidence to craft an engaging and persuasive concept note. We will explore the purpose and significance of concept notes, delving into their essential elements and  practical tips to help you write a winning concept note.  By the end of this blog post, you'll be ready to seize funding opportunities, drive positive change, and make a lasting impact on the world.

Defining a Concept Note

At its core, a concept note is a brief, yet powerful, document that serves as a preview of your proposed project or initiative. Think of it as a captivating trailer for an inspiring movie.  It acts as a prelude to the full project proposal, offering potential funders a glimpse into the project's key objectives, activities, expected outcomes, and budget estimates. The main objective of a concept note is to capture the attention of  potential funders, enticing them to invite you to submit a comprehensive project proposal. Imagine the concept note as your project's golden ticket, granting you access to a world of funding opportunities.

Purpose and Advantages of Concept Notes

Concept notes serve as an essential screening mechanism for both funders and applicants. For funders, they act as gateways to efficiently evaluate numerous project ideas, identifying those that align with their funding priorities. By crafting a compelling concept note, you demonstrate your project's potential, making it more likely to get the green light for further consideration.

As an applicant, a well-crafted concept note offers you the opportunity to generate initial interest, receive valuable feedback, and refine your project proposal before dedicating extensive resources. Consider it as your project's first impression - a chance to dazzle funders with the brilliance of your idea.

Crafting an Impactful Concept Note

1. Project Title and Executive Summary

Crafting an attention-grabbing project title is akin to creating the perfect movie title - it should be both intriguing and reflective of your project's essence. For instance, a project aimed at empowering underprivileged youth might use a title like "Rising Stars: Illuminating Futures Through Education."

Complementing the title, the executive summary serves as an elevator pitch that succinctly presents your project's core objectives, target beneficiaries, and potential impact. Imagine this summary as the opening scene of your concept note - captivating funders from the very beginning.

2. Identifying the Problem and Solution

Begin by articulating the problem or societal challenge your project aims to address. Use data, statistics, or relevant case studies to substantiate the issue's significance. For instance, if your project aims to tackle food insecurity, highlight the rising number of families facing hunger in your target community.

Next, present a compelling solution that sets your project apart from others. Use storytelling techniques to narrate how your project will be the hero that saves the day. Showcase how your innovative solution is well-aligned with the needs of the community you aim to serve, leaving no doubt that your project is the key to overcoming the challenges at hand.

3. Target Beneficiaries and Impact Assessment

Clearly identify the primary beneficiaries of your project and offer an insightful understanding of their needs, aspirations, and struggles. Introduce the heroes of your story - the individuals or communities whose lives will be positively impacted by your project.

Present a robust impact assessment plan, outlining specific indicators you will use to measure success. For example, if your project aims to improve healthcare access, highlight how you will measure reduced mortality rates or increased life expectancy in the target community. Data-driven storytelling adds credibility to your concept note, making it a compelling read for potential funders.

4. Project Methodology and Activities

In this section, bring your concept note to life by elaborating on the methodology you will employ to achieve your project's objectives. Use vivid language to describe the key activities, timelines, and expected outputs. Imagine this section as the heart of your project, showcasing how each activity contributes to your initiative's overall success.

Demonstrate the feasibility and practicality of your project by explaining how you will manage potential challenges. For instance, if your project involves training programs, outline how you will ensure qualified trainers, assess learning outcomes, and continuously improve the program based on participant feedback.

5. Sustainability and Scalability

Funders are interested in projects that create a lasting impact beyond the funding period. Address the sustainability of your project by outlining how you plan to secure long-term resources. Consider exploring avenues such as partnerships, community engagement, or income-generating activities to ensure the continuity of your project.

Furthermore, discuss the potential for scalability, illustrating how successful outcomes can be expanded to benefit larger populations or replicated in other communities. Imagine this section as the promise of an enduring legacy - one that will continue to create ripples of positive change long after the initial funding ends.

6. Budget and Financial Plan

In this final piece of the puzzle, present a well-structured and transparent budget that accurately reflects the financial needs of your project. Think of the budget as the roadmap for your project's financial journey. Offer a detailed breakdown of estimated costs for each activity, ensuring that your budget aligns with your project's goals and expected outcomes. Justify your funding request, assuring funders that their investment will be used efficiently and responsibly.

Tips for Writing a Winning Concept Note

1. Know Your Audience

Before embarking on your concept note, conduct thorough research on the funding organization or donor. Tailor your document to align with their specific funding priorities and requirements. Consider this step as the process of understanding the preferences and expectations of your audience - ensuring that your concept note resonates with their interests.

2. Be Clear and Concise

Remember, concept notes are typically brief, ranging from one to three pages. Craft your narrative with clarity, avoiding jargon or technical language that may hinder comprehension. Present the most critical aspects of your project with eloquence and impact, creating a compelling story that is easy to follow.

3. Demonstrate Expertise and Capacity

Build trust with funders by providing evidence of your organization's expertise and track record in implementing similar initiatives. Clearly articulate your team's capacity to execute the project successfully and manage potential challenges. Use past successes and testimonials from beneficiaries to illustrate your competence in making a difference.

4. Tell a Compelling Story

Infuse your concept note with compelling storytelling techniques, bringing your project's vision and passion to life. Engage funders emotionally while maintaining a logical and data-driven approach to your proposal. Imagine this tip as the art of weaving an unforgettable narrative that leaves funders eager to know more about your project.

5. Seek Feedback and Review

Before finalizing your concept note, seek feedback from peers, mentors, or experts in the field. Incorporate their suggestions to enhance the clarity and persuasiveness of your proposal. Treat this step as a collaborative process of refining your masterpiece, ensuring that every word and element is finely tuned for success.

Writing a compelling concept note is a powerful skill that can open doors to funding opportunities and turn your ambitious ideas into tangible projects. By understanding the purpose and elements of a concept note and implementing effective writing strategies, you can confidently pursue funding opportunities, secure resources, and make a tangible impact on the world.

Remember, each concept note is a unique opportunity to showcase your vision, creativity, and dedication to creating meaningful change. So take the leap, draft your concept note, and embark on your journey to transforming the world, one impactful project at a time. Armed with this step-by-step guide, you hold the key to unlocking funding support and turning your vision into a remarkable reality. Take a look at What Funders Look for in A Winning Concept Note to learn more about how to write your concept note.

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How to Write a Research Proposal: (with Examples & Templates)

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Before conducting a study, a research proposal should be created that outlines researchers’ plans and methodology and is submitted to the concerned evaluating organization or person. Creating a research proposal is an important step to ensure that researchers are on track and are moving forward as intended. A research proposal can be defined as a detailed plan or blueprint for the proposed research that you intend to undertake. It provides readers with a snapshot of your project by describing what you will investigate, why it is needed, and how you will conduct the research.  

Your research proposal should aim to explain to the readers why your research is relevant and original, that you understand the context and current scenario in the field, have the appropriate resources to conduct the research, and that the research is feasible given the usual constraints.  

This article will describe in detail the purpose and typical structure of a research proposal , along with examples and templates to help you ace this step in your research journey.  

What is a Research Proposal ?  

A research proposal¹ ,²  can be defined as a formal report that describes your proposed research, its objectives, methodology, implications, and other important details. Research proposals are the framework of your research and are used to obtain approvals or grants to conduct the study from various committees or organizations. Consequently, research proposals should convince readers of your study’s credibility, accuracy, achievability, practicality, and reproducibility.   

With research proposals , researchers usually aim to persuade the readers, funding agencies, educational institutions, and supervisors to approve the proposal. To achieve this, the report should be well structured with the objectives written in clear, understandable language devoid of jargon. A well-organized research proposal conveys to the readers or evaluators that the writer has thought out the research plan meticulously and has the resources to ensure timely completion.  

Purpose of Research Proposals  

A research proposal is a sales pitch and therefore should be detailed enough to convince your readers, who could be supervisors, ethics committees, universities, etc., that what you’re proposing has merit and is feasible . Research proposals can help students discuss their dissertation with their faculty or fulfill course requirements and also help researchers obtain funding. A well-structured proposal instills confidence among readers about your ability to conduct and complete the study as proposed.  

Research proposals can be written for several reasons:³  

• To describe the importance of research in the specific topic  
• Address any potential challenges you may encounter  
• Showcase knowledge in the field and your ability to conduct a study  
• Apply for a role at a research institute  
• Convince a research supervisor or university that your research can satisfy the requirements of a degree program  
• Highlight the importance of your research to organizations that may sponsor your project  
• Identify implications of your project and how it can benefit the audience  

What Goes in a Research Proposal?    

Research proposals should aim to answer the three basic questions—what, why, and how.  

The What question should be answered by describing the specific subject being researched. It should typically include the objectives, the cohort details, and the location or setting.  

The Why question should be answered by describing the existing scenario of the subject, listing unanswered questions, identifying gaps in the existing research, and describing how your study can address these gaps, along with the implications and significance.  

The How question should be answered by describing the proposed research methodology, data analysis tools expected to be used, and other details to describe your proposed methodology.   

Research Proposal Example  

Here is a research proposal sample template (with examples) from the University of Rochester Medical Center. 4 The sections in all research proposals are essentially the same although different terminology and other specific sections may be used depending on the subject.  

Structure of a Research Proposal  

If you want to know how to make a research proposal impactful, include the following components:¹  

1. Introduction  

This section provides a background of the study, including the research topic, what is already known about it and the gaps, and the significance of the proposed research.  

2. Literature review  

This section contains descriptions of all the previous relevant studies pertaining to the research topic. Every study cited should be described in a few sentences, starting with the general studies to the more specific ones. This section builds on the understanding gained by readers in the Introduction section and supports it by citing relevant prior literature, indicating to readers that you have thoroughly researched your subject.  

3. Objectives  

Once the background and gaps in the research topic have been established, authors must now state the aims of the research clearly. Hypotheses should be mentioned here. This section further helps readers understand what your study’s specific goals are.  

4. Research design and methodology  

Here, authors should clearly describe the methods they intend to use to achieve their proposed objectives. Important components of this section include the population and sample size, data collection and analysis methods and duration, statistical analysis software, measures to avoid bias (randomization, blinding), etc.  

5. Ethical considerations  

This refers to the protection of participants’ rights, such as the right to privacy, right to confidentiality, etc. Researchers need to obtain informed consent and institutional review approval by the required authorities and mention this clearly for transparency.  

6. Budget/funding  

Researchers should prepare their budget and include all expected expenditures. An additional allowance for contingencies such as delays should also be factored in.  

7. Appendices  

This section typically includes information that supports the research proposal and may include informed consent forms, questionnaires, participant information, measurement tools, etc.  

8. Citations  

Important Tips for Writing a Research Proposal  

Writing a research proposal begins much before the actual task of writing. Planning the research proposal structure and content is an important stage, which if done efficiently, can help you seamlessly transition into the writing stage. 3,5  

The Planning Stage  

• Manage your time efficiently. Plan to have the draft version ready at least two weeks before your deadline and the final version at least two to three days before the deadline.
• What is the primary objective of your research?  
• Will your research address any existing gap?  
• What is the impact of your proposed research?  
• Do people outside your field find your research applicable in other areas?  
• If your research is unsuccessful, would there still be other useful research outcomes?  

  The Writing Stage  

• Create an outline with main section headings that are typically used.  
• Focus only on writing and getting your points across without worrying about the format of the research proposal , grammar, punctuation, etc. These can be fixed during the subsequent passes. Add details to each section heading you created in the beginning.   
• Ensure your sentences are concise and use plain language. A research proposal usually contains about 2,000 to 4,000 words or four to seven pages.  
• Don’t use too many technical terms and abbreviations assuming that the readers would know them. Define the abbreviations and technical terms.  
• Ensure that the entire content is readable. Avoid using long paragraphs because they affect the continuity in reading. Break them into shorter paragraphs and introduce some white space for readability.  
• Focus on only the major research issues and cite sources accordingly. Don’t include generic information or their sources in the literature review.  
• Proofread your final document to ensure there are no grammatical errors so readers can enjoy a seamless, uninterrupted read.  
• Use academic, scholarly language because it brings formality into a document.  
• Ensure that your title is created using the keywords in the document and is neither too long and specific nor too short and general.  
• Cite all sources appropriately to avoid plagiarism.  
• Make sure that you follow guidelines, if provided. This includes rules as simple as using a specific font or a hyphen or en dash between numerical ranges.  
• Ensure that you’ve answered all questions requested by the evaluating authority.  

Key Takeaways   

Here’s a summary of the main points about research proposals discussed in the previous sections:  

• A research proposal is a document that outlines the details of a proposed study and is created by researchers to submit to evaluators who could be research institutions, universities, faculty, etc.  
• Research proposals are usually about 2,000-4,000 words long, but this depends on the evaluating authority’s guidelines.  
• A good research proposal ensures that you’ve done your background research and assessed the feasibility of the research.  
• Research proposals have the following main sections—introduction, literature review, objectives, methodology, ethical considerations, and budget.  

Frequently Asked Questions  

Q1. How is a research proposal evaluated?  

A1. In general, most evaluators, including universities, broadly use the following criteria to evaluate research proposals . 6  

• Significance —Does the research address any important subject or issue, which may or may not be specific to the evaluator or university?  
• Content and design —Is the proposed methodology appropriate to answer the research question? Are the objectives clear and well aligned with the proposed methodology?  
• Sample size and selection —Is the target population or cohort size clearly mentioned? Is the sampling process used to select participants randomized, appropriate, and free of bias?  
• Timing —Are the proposed data collection dates mentioned clearly? Is the project feasible given the specified resources and timeline?  
• Data management and dissemination —Who will have access to the data? What is the plan for data analysis?  

Q2. What is the difference between the Introduction and Literature Review sections in a research proposal ?  

A2. The Introduction or Background section in a research proposal sets the context of the study by describing the current scenario of the subject and identifying the gaps and need for the research. A Literature Review, on the other hand, provides references to all prior relevant literature to help corroborate the gaps identified and the research need.  

Q3. How long should a research proposal be?  

A3. Research proposal lengths vary with the evaluating authority like universities or committees and also the subject. Here’s a table that lists the typical research proposal lengths for a few universities.  

Q4. What are the common mistakes to avoid in a research proposal ?  

A4. Here are a few common mistakes that you must avoid while writing a research proposal . 7  

• No clear objectives: Objectives should be clear, specific, and measurable for the easy understanding among readers.  
• Incomplete or unconvincing background research: Background research usually includes a review of the current scenario of the particular industry and also a review of the previous literature on the subject. This helps readers understand your reasons for undertaking this research because you identified gaps in the existing research.  
• Overlooking project feasibility: The project scope and estimates should be realistic considering the resources and time available.   
• Neglecting the impact and significance of the study: In a research proposal , readers and evaluators look for the implications or significance of your research and how it contributes to the existing research. This information should always be included.  
• Unstructured format of a research proposal : A well-structured document gives confidence to evaluators that you have read the guidelines carefully and are well organized in your approach, consequently affirming that you will be able to undertake the research as mentioned in your proposal.  
• Ineffective writing style: The language used should be formal and grammatically correct. If required, editors could be consulted, including AI-based tools such as Paperpal , to refine the research proposal structure and language.  

Thus, a research proposal is an essential document that can help you promote your research and secure funds and grants for conducting your research. Consequently, it should be well written in clear language and include all essential details to convince the evaluators of your ability to conduct the research as proposed.  

This article has described all the important components of a research proposal and has also provided tips to improve your writing style. We hope all these tips will help you write a well-structured research proposal to ensure receipt of grants or any other purpose.  

References  

• Sudheesh K, Duggappa DR, Nethra SS. How to write a research proposal? Indian J Anaesth. 2016;60(9):631-634. Accessed July 15, 2024. https://www.ncbi.nlm.nih.gov/pmc/articles/PMC5037942/  
• Writing research proposals. Harvard College Office of Undergraduate Research and Fellowships. Harvard University. Accessed July 14, 2024. https://uraf.harvard.edu/apply-opportunities/app-components/essays/research-proposals  
• What is a research proposal? Plus how to write one. Indeed website. Accessed July 17, 2024. https://www.indeed.com/career-advice/career-development/research-proposal  
• Research proposal template. University of Rochester Medical Center. Accessed July 16, 2024. https://www.urmc.rochester.edu/MediaLibraries/URMCMedia/pediatrics/research/documents/Research-proposal-Template.pdf  
• Tips for successful proposal writing. Johns Hopkins University. Accessed July 17, 2024. https://research.jhu.edu/wp-content/uploads/2018/09/Tips-for-Successful-Proposal-Writing.pdf  
• Formal review of research proposals. Cornell University. Accessed July 18, 2024. https://irp.dpb.cornell.edu/surveys/survey-assessment-review-group/research-proposals  
• 7 Mistakes you must avoid in your research proposal. Aveksana (via LinkedIn). Accessed July 17, 2024. https://www.linkedin.com/pulse/7-mistakes-you-must-avoid-your-research-proposal-aveksana-cmtwf/  

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What (Exactly) Is A Research Proposal?

A simple explainer with examples + free template.

By: Derek Jansen (MBA) | Reviewed By: Dr Eunice Rautenbach | June 2020 (Updated April 2023)

Whether you’re nearing the end of your degree and your dissertation is on the horizon, or you’re planning to apply for a PhD program, chances are you’ll need to craft a convincing research proposal . If you’re on this page, you’re probably unsure exactly what the research proposal is all about. Well, you’ve come to the right place.

Overview: Research Proposal Basics

• What a research proposal is
• What a research proposal needs to cover
• How to structure your research proposal
• Example /sample proposals
• Proposal writing FAQs
• Key takeaways & additional resources

What is a research proposal?

Simply put, a research proposal is a structured, formal document that explains what you plan to research (your research topic), why it’s worth researching (your justification), and how  you plan to investigate it (your methodology). 

The purpose of the research proposal (its job, so to speak) is to convince  your research supervisor, committee or university that your research is  suitable  (for the requirements of the degree program) and  manageable  (given the time and resource constraints you will face). 

The most important word here is “ convince ” – in other words, your research proposal needs to  sell  your research idea (to whoever is going to approve it). If it doesn’t convince them (of its suitability and manageability), you’ll need to revise and resubmit . This will cost you valuable time, which will either delay the start of your research or eat into its time allowance (which is bad news). 

What goes into a research proposal?

A good dissertation or thesis proposal needs to cover the “ what “, “ why ” and” how ” of the proposed study. Let’s look at each of these attributes in a little more detail:

Your proposal needs to clearly articulate your research topic . This needs to be specific and unambiguous . Your research topic should make it clear exactly what you plan to research and in what context. Here’s an example of a well-articulated research topic:

An investigation into the factors which impact female Generation Y consumer’s likelihood to promote a specific makeup brand to their peers: a British context

As you can see, this topic is extremely clear. From this one line we can see exactly:

• What’s being investigated – factors that make people promote or advocate for a brand of a specific makeup brand
• Who it involves – female Gen-Y consumers
• In what context – the United Kingdom

So, make sure that your research proposal provides a detailed explanation of your research topic . If possible, also briefly outline your research aims and objectives , and perhaps even your research questions (although in some cases you’ll only develop these at a later stage). Needless to say, don’t start writing your proposal until you have a clear topic in mind , or you’ll end up waffling and your research proposal will suffer as a result of this.

Need a helping hand?

As we touched on earlier, it’s not good enough to simply propose a research topic – you need to justify why your topic is original . In other words, what makes it  unique ? What gap in the current literature does it fill? If it’s simply a rehash of the existing research, it’s probably not going to get approval – it needs to be fresh.

But,  originality  alone is not enough. Once you’ve ticked that box, you also need to justify why your proposed topic is  important . In other words, what value will it add to the world if you achieve your research aims?

As an example, let’s look at the sample research topic we mentioned earlier (factors impacting brand advocacy). In this case, if the research could uncover relevant factors, these findings would be very useful to marketers in the cosmetics industry, and would, therefore, have commercial value . That is a clear justification for the research.

So, when you’re crafting your research proposal, remember that it’s not enough for a topic to simply be unique. It needs to be useful and value-creating – and you need to convey that value in your proposal. If you’re struggling to find a research topic that makes the cut, watch  our video covering how to find a research topic .

It’s all good and well to have a great topic that’s original and valuable, but you’re not going to convince anyone to approve it without discussing the practicalities – in other words:

• How will you actually undertake your research (i.e., your methodology)?
• Is your research methodology appropriate given your research aims?
• Is your approach manageable given your constraints (time, money, etc.)?

While it’s generally not expected that you’ll have a fully fleshed-out methodology at the proposal stage, you’ll likely still need to provide a high-level overview of your research methodology . Here are some important questions you’ll need to address in your research proposal:

• Will you take a qualitative , quantitative or mixed -method approach?
• What sampling strategy will you adopt?
• How will you collect your data (e.g., interviews, surveys, etc)?
• How will you analyse your data (e.g., descriptive and inferential statistics , content analysis, discourse analysis, etc, .)?
• What potential limitations will your methodology carry?

So, be sure to give some thought to the practicalities of your research and have at least a basic methodological plan before you start writing up your proposal. If this all sounds rather intimidating, the video below provides a good introduction to research methodology and the key choices you’ll need to make.

How To Structure A Research Proposal

Now that we’ve covered the key points that need to be addressed in a proposal, you may be wondering, “ But how is a research proposal structured? “.

While the exact structure and format required for a research proposal differs from university to university, there are four “essential ingredients” that commonly make up the structure of a research proposal:

• A rich introduction and background to the proposed research
• An initial literature review covering the existing research
• An overview of the proposed research methodology
• A discussion regarding the practicalities (project plans, timelines, etc.)

In the video below, we unpack each of these four sections, step by step.

Research Proposal Examples/Samples

In the video below, we provide a detailed walkthrough of two successful research proposals (Master’s and PhD-level), as well as our popular free proposal template.

Proposal Writing FAQs

How long should a research proposal be.

This varies tremendously, depending on the university, the field of study (e.g., social sciences vs natural sciences), and the level of the degree (e.g. undergraduate, Masters or PhD) – so it’s always best to check with your university what their specific requirements are before you start planning your proposal.

As a rough guide, a formal research proposal at Masters-level often ranges between 2000-3000 words, while a PhD-level proposal can be far more detailed, ranging from 5000-8000 words. In some cases, a rough outline of the topic is all that’s needed, while in other cases, universities expect a very detailed proposal that essentially forms the first three chapters of the dissertation or thesis.

The takeaway – be sure to check with your institution before you start writing.

How do I choose a topic for my research proposal?

Finding a good research topic is a process that involves multiple steps. We cover the topic ideation process in this video post.

How do I write a literature review for my proposal?

While you typically won’t need a comprehensive literature review at the proposal stage, you still need to demonstrate that you’re familiar with the key literature and are able to synthesise it. We explain the literature review process here.

How do I create a timeline and budget for my proposal?

We explain how to craft a project plan/timeline and budget in Research Proposal Bootcamp .

Which referencing format should I use in my research proposal?

The expectations and requirements regarding formatting and referencing vary from institution to institution. Therefore, you’ll need to check this information with your university.

What common proposal writing mistakes do I need to look out for?

We’ve create a video post about some of the most common mistakes students make when writing a proposal – you can access that here . If you’re short on time, here’s a quick summary:

• The research topic is too broad (or just poorly articulated).
• The research aims, objectives and questions don’t align.
• The research topic is not well justified.
• The study has a weak theoretical foundation.
• The research design is not well articulated well enough.
• Poor writing and sloppy presentation.
• Poor project planning and risk management.
• Not following the university’s specific criteria.

Key Takeaways & Additional Resources

As you write up your research proposal, remember the all-important core purpose:  to convince . Your research proposal needs to sell your study in terms of suitability and viability. So, focus on crafting a convincing narrative to ensure a strong proposal.

At the same time, pay close attention to your university’s requirements. While we’ve covered the essentials here, every institution has its own set of expectations and it’s essential that you follow these to maximise your chances of approval.

By the way, we’ve got plenty more resources to help you fast-track your research proposal. Here are some of our most popular resources to get you started:

• Proposal Writing 101 : A Introductory Webinar
• Research Proposal Bootcamp : The Ultimate Online Course
• Template : A basic template to help you craft your proposal

If you’re looking for 1-on-1 support with your research proposal, be sure to check out our private coaching service , where we hold your hand through the proposal development process (and the entire research journey), step by step.

Psst… there’s more!

This post is an extract from our bestselling short course, Research Proposal Bootcamp . If you want to work smart, you don't want to miss this .

51 Comments

I truly enjoyed this video, as it was eye-opening to what I have to do in the preparation of preparing a Research proposal.

I would be interested in getting some coaching.

I real appreciate on your elaboration on how to develop research proposal,the video explains each steps clearly.

Thank you for the video. It really assisted me and my niece. I am a PhD candidate and she is an undergraduate student. It is at times, very difficult to guide a family member but with this video, my job is done.

In view of the above, I welcome more coaching.

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This is very helpful. Would love to continue even as I prepare for starting my masters next year.

Thanks for the work done, the text was helpful to me

Bundle of thanks to you for the research proposal guide it was really good and useful if it is possible please send me the sample of research proposal

You’re most welcome. We don’t have any research proposals that we can share (the students own the intellectual property), but you might find our research proposal template useful: https://gradcoach.com/research-proposal-template/

Cheruiyot Moses Kipyegon

Thanks alot. It was an eye opener that came timely enough before my imminent proposal defense. Thanks, again

thank you very much your lesson is very interested may God be with you

I am an undergraduate student (First Degree) preparing to write my project,this video and explanation had shed more light to me thanks for your efforts keep it up.

Very useful. I am grateful.

this is a very a good guidance on research proposal, for sure i have learnt something

Wonderful guidelines for writing a research proposal, I am a student of m.phil( education), this guideline is suitable for me. Thanks

You’re welcome 🙂

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Thank you, great insights

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Thank you. This is a great insight. I am a student preparing for a PhD program. I am requested to write my Research Proposal as part of what I am required to submit before my unconditional admission. I am grateful having listened to this video which will go a long way in helping me to actually choose a topic of interest and not just any topic as well as to narrow down the topic and be specific about it. I indeed need more of this especially as am trying to choose a topic suitable for a DBA am about embarking on. Thank you once more. The video is indeed helpful.

Have learnt a lot just at the right time. Thank you so much.

thank you very much ,because have learn a lot things concerning research proposal and be blessed u for your time that you providing to help us

Hi. For my MSc medical education research, please evaluate this topic for me: Training Needs Assessment of Faculty in Medical Training Institutions in Kericho and Bomet Counties

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Thank you very much. I can now assist my students effectively.

I need any research proposal

Thank you for these videos. I will need chapter by chapter assistance in writing my MSc dissertation

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Thank you very much. I learned a lot from your lecture.

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This article was most informative and easy to understand. I now have a good idea of how to write my research proposal.

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Thank you very much for this essential piece. I need 1o1 coaching, unfortunately, your service is not available in my country. Anyways, a very important eye-opener. I really enjoyed it. A thumb up to Gradcoach

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thank you for the video but i need a written example

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How to Write a Concept Note: A Step-by-Step Guide

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Concept notes are important documents that serve as a brief outline of a project. They are used to present a proposed project to potential stakeholders and funders, and are usually requested before a full project proposal is submitted. If you are planning to embark on a new project, it is essential to know how to write a concept note. In this guide, we'll take you through the step-by-step process of writing a winning concept note.

Understanding the Purpose of a Concept Note

Before we delve into the details of how to write a concept note, it is important to understand its purpose. A concept note serves several functions:

What is a Concept Note?

A concept note is a brief outline of a project proposal, usually submitted to potential stakeholders and funders to solicit their support.

Let’s take an example of a non-profit organization that wants to start a new project to provide education to underprivileged children. The organization will need funding and support from donors to make this project a success. To attract potential donors, the organization will need to submit a concept note that outlines the basic details of the project.

Why is a Concept Note Important?

Concept notes are important because they help to identify potential stakeholders and funders for a proposed project. By providing a brief overview of the project, concept notes help to gauge interest and support. This is especially important when dealing with multiple potential stakeholders and funders, as it allows the organization to tailor their proposal to the interests of each party.

Moreover, concept notes help organizations to save time and resources. Instead of preparing a full proposal for every potential stakeholder or funder, concept notes can be used to filter out those who are not interested in the project, allowing the organization to focus on those who are.

When to Use a Concept Note?

Concept notes are usually requested by potential stakeholders and funders before a full project proposal is submitted. They can also be used to introduce a new project to an organization or community. In addition, concept notes can be used as a tool for internal planning and decision-making.

For example, a company may use a concept note to introduce a new product or service to its employees before launching it to the public. This allows the company to gather feedback and make any necessary changes before investing resources into a full launch.

In conclusion, concept notes are an important tool for organizations to attract support and funding for their projects. By providing a brief overview of the project, concept notes help to gauge interest and support, saving time and resources. They can be used to introduce new projects to stakeholders and funders, as well as for internal planning and decision-making.

Key Components of a Concept Note

The following are key components that should be included when writing a concept note:

Project Title

The project title should be clear and concise. It should capture the essence of the project in a few words.

Project Objective

The project objective should be clearly stated, and should contain a succinct statement of what the project intends to achieve.

Background and Context

The background and context should provide an overview of the problem that the project intends to address. It should also highlight the relevance of the problem to the target audience and the broader community.

Target Audience and Beneficiaries

The target audience and beneficiaries should be clearly identified. This helps to ensure that the project is designed to meet the needs of the intended beneficiaries.

Project Activities and Methodology

The project activities and methodology should describe the specific steps that will be taken to achieve the project objectives. It should also provide details on how the project will be implemented.

Expected Outcomes and Impact

The expected outcomes and impact should clearly state what the project hopes to achieve and how it will contribute to the broader goals of the organization or community.

Monitoring and Evaluation

The monitoring and evaluation plan should outline how the project will be monitored and evaluated to determine its success.

Budget and Resources

The budget and resources section should provide a detailed breakdown of the costs associated with the project, as well as the resources required to implement it.

Step-by-Step Guide to Writing a Concept Note

Now that we have covered the key components of a concept note, it is time to take you through a step-by-step guide to writing a winning concept note.

Step 1: Research and Preparation

Before you start writing your concept note, it is important to conduct thorough research on the problem you are seeking to address, the target audience, and the available resources. This will help you to develop a comprehensive understanding of the project and its requirements.

Step 2: Develop a Clear Project Objective

The project objective is the backbone of your concept note. It should be clear, concise, and specific. A well-defined objective will help you to stay focused on the project and ensure that the project is designed to achieve the intended outcomes.

Step 3: Provide a Strong Background and Context

The background and context section of your concept note should provide a clear understanding of the problem the project intends to address and its relevance to the target audience and the broader community. This section should demonstrate the importance of the project and why it is needed.

Step 4: Identify Your Target Audience and Beneficiaries

The target audience and beneficiaries section of your concept note should clearly identify who the project is meant to benefit. This section should also provide details on how the project will improve the lives of the intended beneficiaries.

Step 5: Outline Your Project Activities and Methodology

The project activities and methodology section of your concept note should provide a detailed explanation of how the project will achieve its objectives. This section should outline the specific steps that will be taken to implement the project and achieve the desired outcomes.

Step 6: Describe Expected Outcomes and Impact

The expected outcomes and impact section of your concept note should detail the expected results of the project and how they will contribute to the broader goals of the organization or community. This section should also provide a clear understanding of the impact the project is expected to have on the beneficiaries.

Step 7: Develop a Monitoring and Evaluation Plan

The monitoring and evaluation plan should outline how the project will be monitored and evaluated to determine its success. This section should also include the indicators that will be used to measure the project's impact.

Step 8: Prepare a Budget and Identify Resources

The budget and resources section of your concept note should provide a detailed breakdown of the costs associated with the project, as well as the resources required to implement it. This section should also include details on how the project will be funded.

By following these steps, you will be able to develop a comprehensive and winning concept note that will help you to secure funding for your project. Remember to keep your concept note clear, concise and focused on the project objectives. Good luck!

ChatGPT Prompt for Writing a Concept Note

Use the following prompt in an AI chatbot . Below each prompt, be sure to provide additional details about your situation. These could be scratch notes, what you'd like to say or anything else that guides the AI model to write a certain way.

Please prepare a comprehensive and detailed document outlining the key ideas, objectives, and strategies for a proposed project or initiative. This document should clearly articulate the purpose of the project, the target audience, the expected outcomes, and the resources required to implement it. The concept note should be well-structured, concise, and informative, providing a clear roadmap for the proposed project and demonstrating its potential impact and value.

[ADD ADDITIONAL CONTEXT. CAN USE BULLET POINTS.]

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What is a Concept Note?

By Alta Alonzi

A concept note  is perhaps the shortest expression of a project idea given on paper to a donor. It is generally used to first propose a project to a donor before submitting a full application . Concept notes are typically between one and four pages long and summarize the key points of the proposed project.

Oftentimes, NGOs think concept notes are just short proposals. However, unlike a proposal, a concept note does not directly ask for funding. Instead, its goal is to gain a donor’s attention and start a discussion. Ideally, this discussion will later help the applying organization develop a high-quality proposal that is more likely to get funded.

Instead of a concept note, some donors may also request a letter of inquiry . Both are very similar, however, concept notes never use letter formatting.

Concept notes are also important because they save a lot of time. Both for the donors and the applying NGOs. Since they are much shorter than a full proposal, NGOs do not need to spend much time writing them. Additionally, they are much less detailed so NGOs can continue to make changes to the proposed project even after submission. Many donors also like concept notes because they are easier to read, save paper, and take up less space in the filing cabinet.

While there is no standard format, a concept note should cover four main points:

• Project summary
• Why the project matters
• Call to action
• Contact information

Exact content and organization of the concept note vary. Applicants should pay special attention if donors require answers to specific questions.

Contents of the Concept Note: Project Summary

The project summary is a fairly straightforward component of the concept note . However, it is important to include the relevant information clearly and succinctly so that donors can easily read and evaluate your project.

Focus on your project, not your organization. At the concept note stage, donors are only looking to see if your project is of interest to them. At a later stage, donors will conduct further due diligence procedures, but that information is not necessary for the concept note. Try to include only one or two short sentences regarding your organizational background . The rest donors can glean from your website or by meeting with you.

Include specific and general location. Geography is very relevant in donor applications, so make sure you provide specifics even if it seems obvious. Always include what country and city/ cities you are working in. If you would regionally, make sure you clearly define those boundaries. It is also important to define if you are working in rural, suburban, or urban areas as well as working locally, regionally, nationally, or internationally.

Copy the language of the donor. Donors have their own goals and priorities in their grant-giving, and you need to make sure they understand how your organization fits in those goals. If a donor publishes their exact evaluation criteria, use those criteria as headings so the donor can easily find what they are looking for in your concept note. When describing your work, make sure to also copy the donor’s exact terminology. For example, if the donor uses the phrase “green initiatives,” use that phrase to replace any references to “environmental programs” or “Eco-activities” or any other synonymous phrases in your concept note. This is a small step, but clearly demonstrates to the donor that you have done your research and paid attention to all the small details.

Also Read: Monitoring and Evaluation (M&E): A Step by Step Guide

Contents of the concept note: why the project matters.

While the importance of your project may seem obvious to you, this is not always the case for the donor. Proposal writers often get caught up in the details and numbers of their project and forget the overarching reason for the project to exist. Do not make this mistake in your concept note.

Donors receive hundreds if not thousands of proposals , and they want to read applications that are important and clearly show the problem they are solving. Take this time to explain to the donor how you will impact the lives of your beneficiaries , and what the costs will be if the project does not take place. It is useful here to combine personal stories of the community members you hope to help as well as relevant statistics to show the scale of the problem.

This section of the concept note does not have to be long, but it does have to be clear and engaging. Even a single well-written sentence that clearly proves the necessity of your project can place you above your peers in the application process.

Contents of the Concept Note: Call to Action

This section is often short- perhaps only one or two sentences long. However, a concept note cannot be effective if this section is not properly written out. The Call to Action is what you want your readers to do after reading your concept note. Convincing your reader to complete this call is the entire point of the concept note.

• Request a phone call or meeting
• Request more information
• Request an answer to a question
• Request they learn more by visiting your website
• Request they consider your issue and adapt their behavior

Bad examples of calls to action include:

• Direct request for money
• Vague request for “help” or “partnership”
• Request that is too time-consuming or difficult
• Request that just wastes the donor’s time
• Request that you could fulfill yourself

Contents of the Concept Note: Contact Information

Typically, the purpose of a concept note is to get the donor interested enough in your project to contact you and ask for the full proposal. The project summary and why the project matters section should motivate the readers, the call to action should convince the readers to contact you, and the contact section should tell your readers how to contact you. This section is fairly straightforward, but some concept notes make the mistake of providing either too few or too many modes of communication.

Including too few contact options makes it difficult for donors to contact you. For example, if you only include a telephone number but the donor needs to mail you a letter, then that is a problem. Similarly, if you accidentally mistyped your telephone number and did not provide an alternate form of contact, then the donor will never be able to reach you.

Conversely, providing too many options can be confusing to the donor and risky for you. For example, if you provide 10 possible contact methods, you will have to check all 10 regularly or risk missing the important message you were waiting for. Including too many sites also risks the donor contacting you in ways you cannot control. If a donor decides to send you a message via an account you do not check regularly or that is entirely run by a volunteer intern that could potentially damage your credibility with the donor.

Most commonly, the contact information of a concept note will contain:

• One personal contact (name and position)
• One personal email
• Phone number and extension to personal contact
• Organization’s physical address
• Organization’s website

In general, the modes of contact you include should match the ones you check regularly and the modes the donor checks regularly.

Concept Note Template

We give you a Concept Note  template  with a purpose to give grassroots NGOs a better idea of what to include in a concept note to convince the donor to get your amazing projects funded.

It is uncommon that donors have a format for a Concept Note as they have for a full proposal. But always keep in mind that few donors might have their own templates and specific guidelines. While this template can give you an idea of how many concept notes look like, it is always imperative to follow the donor’s guidelines!

Download Now!

Read a full concept note.

Want to read a full sample concept note next? Here is a short, one-page sample Concept Note for Human Rights and Agriculture in Nicaragua.

Click here for more sample Concept Notes.

About the author

Alta Alonzi is a writer and researcher focusing on international development funding and grassroots NGOs. She works with the fundraising consulting company Philantropia conducting research for clients ranging from small NGOs to UN organizations. She also works closely with FundsforNGOs running training webinars, contributing resource guides, and updating the Premium donor database.

Greetings from Nepal, I would like to to know if you can provide please provide me latest ideas and critical questions while preparing proposal. It would be wonderful if you provide sample proposal. Thank you.

We publish articles on critical questions relating to proposal writing every day! If you have any specific requests for future articles, send us an email with your question through our About Us page and we will look into it.

As for proposals, we offer one free sample proposal to our newsletter subscribers, so sign up! For even more sample proposals, you can purchase our NGOs Guide to Writing Proposals, Nepal Edition .

How to write proposal for child protection programming

Deart Abass: When applying for projects for children, always keep the bigger scheme of things in mind. Check out 5 Tips for Applying for Projects with Children by Eva Wieners. Hope this helps!

can you put the sample of concept note?

You can download a free sample concept note here: http://helpfindschool.com/prop/product/concept-note-for-human-rights-and-agriculture-in-nicaragua-sample/

Hi Alonzi, Kindly allow me to download a sample of the concept note you shared

Dear Mectridah, All the samples are free to download.

I working for a Concept note for my company proposal. Kindly give instructions from step by step?

Dear Raj: If you just start learning about a concept note, maybe these article about contents of a concept note would also be interesting for you. And also don’t forget to check out our selected sample concept notes Hope this helps and best wishes!

Please, I need a sample of concept note on waste management/ collection centre inline with Response Consumption and production pattern (SDG12)?

Yours sincerely Samuel samson

Dear Samuel: We will be publishing all of our expert advice daily to this site. So, subscribe to our newsletter and check back regularly for more free resources!

Good day Alta Alonzi

Please help us to concent note we are interest ed to apply to on human rights as Luthando Ovc Care Centre

Rgds Monica Mnwana

Hello Monica,

we do not offer consultancy services, but I am sure you can find a lot of helpful content on our site. Best of luck.

Hello, how do you judge whether or not it’s appropriate to send a concept note. Can you send without being invited? I would like to send one to a foundation that is very aligned with my organization, but their only contact is a comment window on their website. I have emailed to ask how best to approach them but I got no reply. What do you recommend?

Dear Mary: If approaching a donor directly, then it is a good idea to try and discuss project ideas before submitting a proposal. Try to find a insider, or just send them a simple email asking for a meeting to share ideas. It will be difficult, almost impossible to approach big foundations, but the new generation of donors might give you time. We would recommend you to go through our article on writing cold email to donor. Keep on trying. Best wishes!

Hi Ms. Alonzi, Greetings to you from Micronesia! I am interested to learn more on drafting a concept note and project proposal for our non-profit organization in Micronesia. We have been chartered by the Government. We are more interested in a certain funding for the protection of our impending coastal erosion. Our association operates a beach park in our area and have experienced during the past four years constant and slow erosion along side the beach area where we are situated. It is our primary challenge and we do not have the funding nor the resources to assist. We would …  Read more »

Dear Steve: We are not a funding organization and do not provide grants. We are a social enterprise that provides platform to connect you with expert advice on proposal writing to get your amazing projects funded.

Please check out the many resources available on our site .

Dear Steve,

Contact JICA

Hello my name is Janos Sztojka I like to click the Contents all the 4 concept note sam how the link not working I very interesting the sample the Project summary , etc can you give me the feedback whats going on ?

Dear Janos: Kindly check now, we have updated the link. Thank you!

It is very directive idea to accomplish concept note on NGO proposals.

Hi Alta, Thank you for sharing an useful content. This is very helpful to the grass route NGOs and community based organization.

thank you anita..what are you doing in Palau?

My Organization is working on Non Formal Education for Working and Disadvantaged children. Project we have implemented had two components Education and Skill Training. can you please let me know some of potential funding agencies who will be interested to work on this in Pakistan

Dear Samuel: With thousands of donors in the world today, we are not able to contact donors on your behalf. We suggest you check the funding announcement or the donor website for relevant contact information. Best wishes!

This was really helpful

Dear Vincent: Glad you found the article helpful.

[…] a researcher or group submits as a way to qualify for funding. The standard form for submitting concept notes is available below. If your concept notes do not meet the specifications, they should be returned […]

VERY INTERESTING AND HAS GIVEN WHAT I HAVE BEEN LOOKING FOR

I’m glad you found this article helpful! We would love it if you shared this review on our office Facebook page: https://www.facebook.com/proposalsforngos . Seeing positive reviews from existing readers makes others more comfortable knowing they’ll get the support they need on topics related to fundraising and proposal writing. Thank you!

can you also show me the most used format if any

Dear Lisok: We have selected sample proposals available absolutely free. Click here for further information: https://proposalsforngos.com/sample/

[…] de otros lugares a sus composiciones, pero, como seguiría diciendo el pijerío, no había una concept note que nos ilustrara al […]

Please I am new here I need assistance on how to write a concept note on small arms, smalls arms control among the youth, Border control management of arms across west African borders and public education and awareness raising among the youth in

I need help on concept note on small arms, small arms control, Border control and management, Public education and awareness raising among the youth in West Africa particularly Ghana. Thank you

Dear Aaron: You can reach us at [email protected] for more details.

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Developing a Proposal Concept

Simply having a good idea isn't enough to receive funding.  Good ideas become fundable once you have developed them into a comprehensive proposal.  The trick is putting your idea onto paper. 

A concept paper can assist you in sculpting a comprehensive proposal.  Your concept paper is an outline of your project.  It provides the framework to guide discussions with potential partners, your Sponsored Programs Office, and funding agency program officers.

A concept paper should be brief (1-3 pages) and succinct.  Use strong, forceful language.  Sell your idea, highlight every important aspect of your idea and sell it to your potential reviewers.  A concept paper may include the following sections:

• Describe the question, problem, or need that will be addressed.  Briefly note any evidence of this need (such as a statistic).
• Identify how the project will address the need.
• Identify how the project follows the mission/priorities of the funding agency.

Project description

• What activities will take place?

o   For example, will you be developing curriculum, developing a research plan, or holding a training workshop?

• How is your approach unique, inventive, and/or transformative?

o   Distinguish yourself and your method from the other proposals.  Justify why your proposal and your approach should receive funding instead of another method or approach.

• Who will benefit?

o   This isn't only answering your research question.  Consider the project's potential effect upon students, curriculum, faculty, professional development, the institution's research environment, and society in general.  The broader impacts should be related to your sponsoring agency's goals and mission.

Needs Statement

• What is the problem you are proposing to solve or what caused you to prepare the proposal.
• Deal with the issue you are trying to solve and prove your problem is a valid problem.
• Are specific, measurable outcomes of the program.  Think SMART – specific, measurable, achievable, realistic, and time-bound. 
• Should describe your methods, be descriptive, and tell the activities that will take place in order to achieve the desired results or outcomes.
• What do you hope to achieve?
• What are your research questions?

Funding   

• Make a general list of what you will require to carry out the project and, if possible, expected expenses.

o   Sponsored Programs can assist you in researching what your needs may be and how to assign appropriate figures to those needs.

• Consider the following expenditure categories:

o   Personnel

o   Equipment (items greater than $5,000)

o   Supplies (items less than $5,000)

o   Travel

o   Consultants or subcontractors

o   Participant Support (costs paid to participants or trainees for participation in training projects)

o   Physical space 

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"Statement of purpose" vs "Research proposal" in the context of graduate studies?

After consulting google, what I am able to understand is that a statement of purpose is a document that is used when applying for graduate studies and it mentions the aptitude and motivation for research in a particular field

Is my understanding correct? If yes, then what is a research proposal ?

• statement-of-purpose
• terminology
• research-proposal

Yes, your understanding is correct. While the CV lists past accomplishments, your SoP is a statement about your future goals, both for graduate study and thereafter. It need not, in general, be specific about a research topic, just a fairly narrow area.

A Research Proposal, on the other hand, is a specific outline of a research project that you suggest you would want to carry out. An advisor might accept such a proposal unchanged, but might also want to modify it, perhaps drastically. But it shows that you have given serious thought to at least one problem and have done some background on it.

A really complete research proposal would include a statement of the problem to be studied and questions to be answered, a preliminary suggestion of how the question will be attacked, and even suggestions about sources for any needed funding.

• 1 In the US, it's quite normal in many disciplines for a student to apply to a graduate program without knowing what advisor they would have and what dissertation project they might work on. A student applying to a graduate program in that situation would not be ready to make a research proposal. –  Brian Borchers Commented Dec 25, 2020 at 20:41

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Explore perspectives, what is a perspective.

Perspectives are different frameworks from which to explore the knowledge around sustainable sanitation and water management. Perspectives are like filters: they compile and structure the information that relate to a given focus theme, region or context. This allows you to quickly navigate to the content of your particular interest while promoting the holistic understanding of sustainable sanitation and water management.

Writing a Concept Note

Executive Summary

A concept note is a summary of a proposal containing a brief description of the idea of the project and the objectives to be pursued. In some financing programs, funding agencies require a concept note before the submission of a full proposal, in order to decide whether the proposed project is in line with the priorities of the program and to eliminate proposals that are not likely to be funded. Concept notes are also submitted to donors without a formal call for proposals, who prefer to understand a project through a brief summary rather than a full-fledged proposal document. This factsheet contains a set of guidelines on how to write a concept note, offering also a template to help you drafting an eye catching document to ensure the success of your project.

Introduction

A concept note is a brief outline of your proposed project . “The purpose of a concept paper, from the funding agency’s point of view, is to help applicants develop more competitive proposals and to save time by eliminating proposals that are not likely to be funded. The applicant’s purpose in developing a concept paper is to capture the interest of the funding agency and demonstrate that the idea they are proposing is worthy of further consideration. Therefore, the first sentences of a concept paper are very important. You want the funding agency representatives or board members to continue reading!” (AUB 2010). 

“Any proposal needs the involvement of different team members, such as from the technical, financial and administrative side. Input from stakeholders or other specialists with different backgrounds helps bring in the necessary expertise, but also a larger variety of ideas on how to solve a particular issue and achieve the previously agreed objectives. To manage the proposal development in an efficient way it is advisable to assign the lead role to one specific person. This person is then responsible for the coordination of the overall proposal development, for communication with potential funders and for making sure that all different pieces of input are brought together in a consistent and coherent text” (PHILIP et al. 2008). 

In order to prepare a successful concept note, you will have to spend time carefully thinking and planning the action. How well you plan the action will largely influence how good the actual results are. The planning is perhaps the most critical stage of a project and this should reduce the risk of you preparing a concept note that is rejected by the donor agencies (REPOA 2007). To ensure that the project will contribute to the implementation of the overall action plan for a sustainable sanitation and water management in your locality, the activities of the concept note to be drafted should aim at meeting at least one of the objectives of the overall strategy and/or community action plan. 

The length and the format for writing a concept note actually depend upon the donor agency. Usually donors do not have a format for a concept note as they have for a full proposal. But there are some agencies that issue solicitation for concept notes based upon a basic format given in their guidelines for funding request (FUNDS FOR NGOs 2010). In general, it is important to keep in mind that it should be the shortest possible text for the project idea. So, the shorter the better! Most donor agencies request a minimum of three pages to a maximum of five pages.

Template for Concept Note

(Adapted from PHILIP et al. 2008)

• Title: it should be snappy, informative, and distinctive. It may be divided into two parts with the first one being short and catching the readers’ attention and the second one more ‘serious’ and informative.
• Background : it may be composed following two guiding questions: 1. Why it is crucial to address the problem identified?; 2. What has already been done to solve the problem?
• Objectives: they should relate to the more general objectives as previously agreed and entered into the local action plan.
• Outputs: they should be directly related to the project objectives. Typically they are tangible items, such as a newly constructed technical facility, the publication of information materials, or events, such as workshops or stakeholder meetings. Depending on the project in question, intangible items might also be mentioned, such as a rise in awareness ( see PPT ).
• Activities and duration: a summary of the planned activities to achieve the project objectives should be included here.
• Beneficiaries and impacts: this section will be important for getting “buy-in” from the donor. It should contain: The expected benefits, both in quantitative and qualitative terms, and when and where they will occur; The underlying assumptions and the reasons why these benefits can be expected; for a specific group of beneficiaries; Considerations concerning how and by whom the impacts will be assessed.
• Project management (includes monitoring and evaluation ): this section should explain how the objectives will be achieved and how the project will be managed and evaluated. It should become clear who will lead the project and what roles and responsibilities the various people in charge of tasks such as financial management, monitoring and evaluation will have.
• Budget (only if requested by the donor agency): before drawing up the budget, it is necessary to get an overview of the inputs needed to achieve the objectives. These may be, for example: people, travel costs, vehicles, equipment, supplies, services, works, facilities and overheads.

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More Tips for The Development of your Concept Note:

• Do not overwhelm the reader with details, but avoid sounding vague or unsure about what you want to accomplish. Be positive and definite (AUB 2010).
• Consider your audience. In most cases, you will have to write different concept notes for different donors for the same issue. Only when your concept note fits into the framework of the donor, your request will have a chance. Get as much information as possible on objectives, “hot topics” and interests of the organisation you are sending the concept note to.
• Consider your language. If your concept paper is going to be reviewed by scientists in your field, scientific terms and technical jargon may be acceptable. However, if your proposal is being reviewed by generalists or lay persons, this type of language will not communicate your ideas effectively.
• Only include budgetary information if it is specifically requested.
• Appearance is important. This concept paper represents you! The type size should be large enough to read easily, and margins should be standard size. Check for spelling errors before submission. Attention to details is important. Number all pages. Place your name and date in the header. Include your contact information with the concept paper (AUB 2010).
• Identify a door opener if you are not writing your concept note for an announced call from the organisation. Sending random concept notes to the general address of an organisation are rarely successful. If you do not know anybody who could introduce you to somebody of the targeted organisation, try to establish personal contact by phone or with in a meeting. Only once you have convinced somebody who supports your concept idea within the donor organisation, you will have a realistic chance with a “wild” concept note submission.

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Many private donor agencies ask for a concept paper to be submitted for review prior to the submission of a full proposal. In recent years international and state’s agencies have begun to encourage the use of concept papers as a way for applicants to obtain informal feedback on their ideas and projects prior to preparing a proposal as well (AUB 2010). Concept notes are especially common in larger projects – such as the construction of an infrastructure – which often cannot be financed solely through the financial resources of a local government’s budget. In such cases, additional funding from external sources will be necessary (PHILIP et al. 2008).

Proposal and Budget Preparation

How to write a concept note, local government and integrated water resources management (iwrm) part iii: engaging in iwrm – practical steps and tools for local governments.

The set of materials entitled “Local Government and Integrated Water Resources Management (IWRM)” aims to assist Local Governments with active participation in IWRM. The materials are primarily targeted at local government officials, but are considered equally useful for individuals and organisations that work with local governments in the management of water resources.

Guidelines for Preparing Concept Notes and Proposals for Research on Pro-Poor Growth and Poverty in Tanzania

This is the third in a series of guidelines prepared by REPOA in order to help researchers prepare improved proposals for research.

Funds for NGOs - Grants and Resources for Sustainability

Funds forNGOs.org is an online initiative, working for the sustainability of NGOs by increasing their access to donors, resources and skills.

Introduction to Proposal Writing

The subject of this short course is proposal writing. It is available in French, Chinese, Portuguese, Russian and Spanish.

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Perspective structure.

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