Common Elements of a Proposal (or Proposal Content and Format)

Most sponsoring agencies have specific format guidelines for preparing proposals, including the required forms for cover page, text, biographical data and budget.   IN THE ABSENCE OF SUCH GUIDELINES, the following format, including a cover/title page, abstract, table of contents, introduction/statement of need, description of proposed research, biographical sketch, current and pending, facilities and equipment, and budget, may be useful.

• Abstract
  While an abstract, or project summary, is not required by all sponsors, it is a highly effective means of presenting a project to a reviewer or review board.  The abstract should highlight the scope of the proposed research, including its objectives and the intended methodology, the anticipated results, a statement of potential significance, and the time span of the project.  Abstracts should be approximately 200-250 words, unless otherwise noted in the application instructions.Keep in mind that many program directors and review panel members will not read much more than the abstract. Program directors also use abstracts to select appropriate reviewers.
• Table of Contents
  The table of contents should list major sections of the proposal and give the specific page location where each section begins in the narrative.  It need not include all subheadings but should be detailed enough to allow reviewers to find the section or sections of interest, without having to search through the entire proposal. 
• Statement of Work or Research Plan
  One of the most critical elements of a proposal or subagreement is the Statement of Work.  At a minimum, it should provide a full and detailed explanation of the proposed activity, typically including project goals and Investigator responsibilities. The introduction should engage the reviewer’s attention, encouraging a full reading of the proposal.
• Budget and Budget Justification
  The budget includes a reasonable estimate of the financial support required to conduct the project, including justification of budget expenses. Detail the direct costs and indirect costs that are being requested to conduct the project (see Budget Development for additional information).  It is important to substantiate your budget with an explanation or a budget justification. The budget justification is used to clarify various line items such as the percentage of inflation, fringe benefits, difference in cost shared effort vs. salary requested, the type of equipment you plan to purchase, travel, etc.
• Additional Information
  Additional information may consist of the following:

  •  Current and pending support. Sponsor may require a listing of the PI and Key Personnel on current awards and pending proposals.
  • Letters of support from non-university investigators may also be required.
• Biographical Sketch
  If no format is requested, the format of the NIH four page biographical sketch is recommended.  In its current format it includes a personal statement as well as current and pending support. If the sponsor requests these items separately you can use the older template.The CV or Biographical Sketch is required for all key project personnel. 
• Current and Pending Support
  This section should include current and pending support with the sponsor name, title of the project, your percent of effort, amount of the award and the period of support.   Some sponsors may require you to note any overlap and how it will be addressed if funded (total effort cannot exceed 100%). 
• Facilities and Equipment
  List the facilities where the project will take place, indicating the availability of equipment and laboratory or research space. Include separate listings for all partners or sub awardees if at different locations.
• References
  A list of all references needs to be cited in the proposal.
• Checklist (NIH only)
  The checklist shows the breakdown of the indirect cost rate calculations.