Guidelines For Writing Your Proposal

After the RFP has been announced in mid-January, please follow these guidelines.

2010 - 2011 Proposal (available January 2010)

Proposal Length:

Use 1 inch margins, 12 point Times New Roman or 11 point Arial font, and regular or loose kerning. Use the terminology in the headings described in the Elements of the Project Narrative (below).

Tier One:

Describe your project as succinctly as possible in four single-spaced, typewritten pages, using strong verbs and nouns. Provide tables and graphics whenever feasible. For an example of a table, please review the goals and objectives table by clicking here. Use of this table in your project description/staff description is required.

Tier Two:

Describe your project as succinctly as possible in eight single-spaced, typewritten pages, using strong verbs and nouns. Provide tables and graphics whenever they are requested. To download the goals and objectives table, please click here. Be sure, in the section titled “Project Design” , to describe in detail how your data will drive program improvement. Include a list of your partners and their roles, key program personnel who will be working on your project, and plans for staff and program development. Describe the first year of your project in detail, and summarize how the project will be continued in year two.

Elements of the Project Narrative:

Use the same headings as in this section and follow the sequence as outlined below. For additional details on writing your proposal, please click here to refer to the Guidelines for Writing a Virginia Literacy Foundation Matching Grant Proposal or call 804-237-8909 to receive a copy of the document.

Cover Page: Include current contact information for your organization, such as phone and fax numbers, and an email address (an email address is mandatory; no exceptions). Please check the appropriate boxes for the areas for which you are requesting funds.

Introduction and Statement of Need (15 Points): Include a summary of your proposal in one or two sentences at the top of the page. Using current facts and statistics, describe the problem you wish to solve in your region or community. Include client description, numbers, and areas to be served. Describe the problem in positive terms and in a way that tells us how your proposal can help to alleviate it. This section should be brief.

Capacity and Commitment (20 Points): Describe your organization’s history, capacity to serve clients, and commitment to the mission only in terms of how they relate to your project design and needs statement. This section should be brief.

Project Description:

Please do not combine several subject headings. Points will be deducted.

Project Design (20 Points): Include the stated purpose of your project, number of individuals to be served, and how you will solve the problem you described in your statement of need. Make sure your project is realistic and attainable for the amount of money you are requesting and for the timeline. Include meaningful partnership information. If you are requesting funding for a staff position, describe how this position is integral to the program or project. Discuss activities related to the staff position and how they will advance the project or your program.

Goals, Outcomes, and Impact (20 Points): Using projected numbers and figures, describe the desired results for this project. In a table format (click here for the document), include realistic and attainable goals and measurable objectives and outcomes. Include the long-term impact in your community. If you are requesting funding for a staff position, describe the outcomes and impact of this position on your clients.

Evaluation Plan (10 Points): Describe how you will measure actual results, how often data will be collected, who will collect it, and how you will use this data to strengthen your program or make mid-course corrections in order to achieve your objectives.

Budget Narrative and Budget (15 Points): Include how you will match funds for this grant, demonstrating evidence of active solicitation for funding support within your community, among other foundations, or with corporate partners. Include how you will continue the project after the grant period is completed. Complete the Budget Sheet (Attachment D, which is included with your application package), filling in all categories.

Attachments: You may attach any materials you deem necessary to explain your project. Be aware, however, that except for the required attachments described below, extraneous material may not be reviewed by the Grants Committee. Required attachments are:

1. All programs requesting VLF grants for the first time must complete the Survey Form, Attachment A. This is a requirement of the grant. Proposals sent in without the survey will not be considered. Download this form here.
2. Staff list and contact information, including email addresses.
3. Board list and contact information, including email addresses and length of term served.
4. Fill out a budget form. (This is in addition to the budget narrative.) Download this form here.
5. An income and expenses budget sheet for the last fiscal year.
6. A copy of your proof of non-profit status.

Please Note:

• The project narrative is limited to four pages or less for Tier One matching grant applications and eight pages or less for Tier Two matching grant applications.
• The VLF grant committee will not review incomplete applications, late applications, applications exceeding length requirements, or applications missing completed survey forms.
• Attachment A is the Survey Form.
• Faxed or emailed applications will NOT be accepted.
• Complete applications must be submitted by postal mail and arrive by 5:00 p.m. on the due day.