A Guide to Submission Writing

To translate a good idea or concept into a practical project will, at some stage, involve preparing a submission for support. This submission will be the basis on which your idea is evaluated and then possibly supported and/or funded.

Preparing a Submission

Perhaps the most important point in preparing a submission is that it requires a great deal of work and organisation. This should generally follow the procedure outlined below:

Identify a specific need for funding

Be as specific as possible in the initial phases of your submission work. It is important not to begin with a vague proposal. Identify what you as an individual (or group) can cope with and be able to fully follow through to completion. Do not overtax your resources (human or otherwise).

Research and Discussion

Having identified the need area you wish to work in, it is now important to follow this through with fairly detailed research. This research should be aimed not only at factual information in the need area, but also should examine other projects of a similar nature, as well as the feelings of any individuals, groups or communities who will be affected by your project. Contact appropriate groups for reactions and their support. In general, know what you are doing and what you are up against before you start applying for funds and/or support.

The Proposal

When actually writing the proposal it is essential that you know the rationale or aims of the organisation from which you are seeking support. Read the organisation's brochure or handbook for funding thoroughly before you begin writing your proposal. Determine from their literature what kind of projects it supports and whether what it requires is really where you want to go.

Writing the Submission

When you have decided that it is appropriate to approach a certain organisation for support, always follow any guidelines set down by that organisation and use their application forms if supplied. Your submission should contain enough information for the funding body to make an informed decision on your proposal. The most convenient method of achieving this is by using a series of sequential and numbered headings and using a series of appendices to attach detailed information. It is important to remember that most funding decisions are made by a committee (who want to read only the major details of your concept), but this committee receive recommendations from a secretariat, or public servants, who want to know everything about your projects. The main body of the report therefore, is written for the decision makers, the appendices and back up information is written for those who advise the decision-makers.

When writing your submission, the following approach will serve as a useful guide. Some sections may not be appropriate for your particular project, but in general terms all of these issues should be discussed if you wish to provide enough information for your submission to be evaluated.

In terms of selecting a particular style or approach to adopt when writing your submission there are several very pertinent points which need to be raised:

• It is the content and planning, evident in your submission, which is by far the most important element;
• Do not use abbreviations, jargon, clichés or terminology which may confuse someone unfamiliar with the area you are writing about. Keep it simple and concise;
• Using techniques such as paragraph headings, topic sentences, contents pages and appendices, help make your submission readily understood and evaluated; and
• Always have your draft submission read by another person, preferably someone not involved in your project.

Suggested Submission Format

• Title.
• Proposal Statement: Brief statement of proposal (including groups to be served and total amount of budget).
• Problems: What problems will the program solve?
• Objectives: What does the program hope to achieve?
• Justification of Need: Include statistics, relevant data, reference to previous attempts locally or elsewhere.
• Why this alternative was chosen: Refer to alternatives rejected and relevant supporting literature, if any.
• Plan of operation: Detailed description of how the program will operate.
• Scope Population to be served Geographic area
• Community Description: Socio-economic description of the community in which the project will operate.
• Project length:
  Date of start of project
  Date of end of project
  Total running time
  
• Agency co-ordination: What agencies are involved? Details of any co-ordination committee.
• Personnel
  Staff required
  Job qualifications
  Anticipated starting dates
  Temporary, fulltime or contract
  Attach job descriptions
• Administration
  Structure
  Function
  Accountability of monies
  Maintenance of records
  
• Facilities: Where will project be housed? How will staff be accommodated?
• Evaluation: Assessment plan Who will carry out evaluation? What records will be kept? What are the measures of success?
• Future Finance: Where will ongoing funds come from after the grant runs out?
• Budget may include the following:
  Staffing
  Consultants fees
  Travel Costs
  Postal and telephone costs
  Rentals of equipment, buildings
  Capital costs
  Consumable supplies.

Conclusions

Finally, as a list of Do's and Don'ts for groups applying for funds:

1. DO learn all the facts about the group you are approaching for support. If you are aware of it's interests, aims objectives and perhaps even criteria for selecting successful submissions, you will be in a very strong position.

2. DO use all established methods of approaching each particular organisation, and always approach them with common sense and courtesy.

3. DO tailor your submission to each particular organisation without altering your initial objectives.

4. DO present clearly and concisely all documented evidence to support your case. Hearsay and conversations over coffee do not help support your case.

5. DO present a clear, concise budget that is outlined in such a manner as to pass the scrutiny of both a public accountant and someone qualified in the area you are working.

6. DO NOT expect influence (who you know) to substitute for cogent argument (what you know)

7. DO NOT send the same submission to a number of organisations.

8. DO NOT try to bypass the organisation's established channels for processing applications for funds.

9. DO NOT inflate the size of your request in the hope that even if it is cut it will still meet your needs. All budgets have to be accurate and completely justified otherwise it will appear that no thorough research has been completed.

10. DO NOT expect elegance or emotion in your writing to hide weaknesses in the project.

Source: Ready, Set, Go. Action Manual for Community Economic Development. Municipal Association of Victoria. 1994.