How to write a project?

How to write a project?

Recently, the word “project” is very fashionable, sometimes it seems that some projects are happening around: school projects, artists are creating projects, and rural communities also have to write projects. Sometimes it seems that a multi-tasking is somehow artificially “tipped” after the concept of a project, so that the word “project” may have several meanings.

The project is an initiative that changes the situation. The term “initiative” has a great deal of space, so using the word “project” in this sense can be used to describe a wide variety of activities. Another meaning of the word “project” is the plan of the initiative (scenario), which is more common to us and comes first to head, so sometimes it seems that this narrower meaning is used to describe broader things.

So, starting with the answer to the question “how to write a project”, let’s start with the parts of the project, or the stages. Each project has its own “life cycle” with parts like:

  • Project development;
  • Sponsors search;
  • Application writing;
  • Project Implementation.

Main features of the project:

  1. Clear purpose and objectives

The goal of the project should be to answer the question of what results or impact we want to achieve?

The objectives of the project should answer the question of what measures we will take to achieve the objective (s) we have set.

  1. Specify the expected results accurately

The results of the project must be measurable, not abstract. Sometimes it is not easy to achieve this, especially when the project results are measured not by quantitative criteria but by qualitative criteria.

You should also indicate how you evaluate the results.

  1. Restricted schedule – strict deadlines

All works must have a beginning and an end. Be aware that project execution time must be anticipated and strictly adhered to. It is recommended to divide the project execution time into stages, which will help to distribute human and material resources and discipline the work team.

  1. Budget

The ideas expressed in the text must be given figures. It is very important that what you are going to do is in line with the budget. Ask for the money needed for the project. If you ask for little money compared to what you want to do, then you will not achieve your goals. And if you ask for a large sum for which you will do a little work, such a project may prove to be too expensive for the sponsor and will not be supported. Typically, the budget is broken down into funding lines. It must be accompanied by a justification for the budget.

Budget Advice:

  • split the project into separate funding lines;
  • specify the most accurate amounts possible;
  • including your contribution;
  • mention any other deposits or sources of support;
  • to set out budget lines by expenditure and revenue (eg costs for accommodation, travel, visas, insurance, etc.).
  1. Teamwork

Only a well-functioning team can successfully implement the project. Except for some exceptional cases, a successful and implemented project is the result of a sustainable and efficient teamwork.

Project development process

The project development process is based on the following points:

  • Definition of needs / problems;
  • Purpose, purpose (s);
  • Tasks;
  • Expected results;
  • Methodology, activities;
  • Schedule;
  • Partners;
  • Budget.

Calculate exactly how much and what you will need to implement the project. Remember people involved in the project, the equipment you use, the materials, the appliances, count the cost of living and translating. Be accurate when calculating travel expenses for participants, experts and other participants. Think about other forms of support. Don’t forget to include all the cost of living and travel offered by your partners or yourself, as well as to estimate the cost of volunteering, equipment usage, etc. t. All this contributes to your project implementation. Most of your needs can be backed up by “in-kind”, and people will offer you free-of-charge services, facilities or services.

The report is an analysis of the project, which reflects information on the results achieved and the objectives pursued. Be inventive by submitting reports: illustrate them with photos, graphics, tables.

Other aspects to consider when writing a project are:

  • What is the duration of the project?
  • How much will it cost?
  • What support can we get for this project?
  • What amounts to ask?
  • What will be our contribution?


The application is a request to support a project, in other words a dossier on the basis of which the Board of Experts will decide on funding. The application must clearly state the following:


The application is a written proposal to the sponsor, in which you explain why he should give his money to you. As a rule, the sponsor knows very little about your organization, so you have a few pages to show that you are a trustworthy organization, you have end-to-end ideas for implementing your plans. The application is the advertising of your organization and the idea of your “sold” concrete idea. Poor ideas will not save even a well-written project, but a poorly written application will ruin even the best ideas, because the potential sponsor will not be able to see the positive aspects of your proposal through the word search. Get clear and accurate answers to a few key questions:

  • Who are you?
  • What will you do?
  • How much it will cost?
  • When will the project be completed?
  • What will be the long-term results and what will be their evaluation system?
  • How will the work continue in the future without this source of funding?

Writing and submitting an application

First of all, you have to find out the interests, policies and procedures of the donor.

Each donor pursues a policy of pursuing their interests by giving money. Also, each donor has its own application procedures. In order to do everything flawlessly, you first need to clarify the things mentioned above. How to do it? If there is a call for tenders, find out its terms and objectives, which can be found in the tender announcement, and occasionally organizing workshops. The general policy can be read on the organization’s website.

Please submit the project plan in the appropriate application form.

Often, sponsors have a defined application format that must be followed by potential grant recipients. You need to find out if your potential sponsor is using a particular format and if so, you must follow it strictly. By participating in the contest, you agree to the rules of the game. Even if there was a requirement to apply for pink paper with blue flowers, you would have to comply with this requirement (of course, you have the right to think that this is a bit stupid, but by applying for white paper – you would be in violation of the rules). Also remember that the application will make a better impression if it is well-designed, comfortable to read. Organize your paragraphs neatly, use headers, font highlighting tools (blackout, tilted or underlined, multiple font).

Give a critical assessment of the concept to a specialist and someone not related to your work.

A readymade project is worth reading to a specialist in a particular field so that you know that you have not made a mistake of competence before evaluating the project. People who work the same job for a long time are no longer able to look at their activities from the country. For this reason, there are cases where the authors, in explaining the essence of the project, do not provide enough detail and the person who is reading the project from the country is not clear. Therefore, it is worth reading a written project to someone who is unaware of the project, and to clarify and explain the uncertainties later.

The most popular application form

Name of the project:

Is the project title concise, memorable, appropriate?

Summary: Point project layout and summary of the application (max. 1 page, optimal – 0.5 page). This is the most essential part, because it is this part of the proposal that will bring the reader’s attention and tell him whether it is worth reading. The summary should not only be written in a clear and concise manner, but also to tell the reader who you are and what your proposal will allow you to implement. It should not exceed six to seven sentences. Typically, it is easiest to write a summary after all the remaining offer has been completed.

Justification for necessity: why this project is needed.

In this section, you prove to the reader that the work you do using the grant is really necessary. It is important to remember that the problem may be known to you, but not necessarily known to the person who reads your proposal.

Project description: Goals, objectives and other details on how the project will be implemented and evaluated.


The purpose of this section is to tell the reader what you expect to do with the grant you are applying for. Most sponsors want to know what your long-term goals and short-term goals are. The objectives of the project are operational guidelines: what the project aims to do, what it is planned to create. For example, the goal is to make the computer literacy level rise in the community.

The objectives of the project are the steps it will take to achieve the final goal. The challenge is to organize computer literacy training for community members.

Budget: Financial description of the project, amount of money requested and explanations.

Part of the proposal is an important part of the proposal for most funding sources, as the ideas expressed in the text are given figures. When drawing up a budget, it is important not to lose sight of your project goals and objectives, because a well-prepared budget reflects the costs and corresponds to the oral part of the proposal. The numbers should be as specific as possible. Try not to round the number. When making a budget, remember that there is a clear distinction between the costs you are asking for funding from sponsors and those that you or other supporters of your own. Your own contribution does not necessarily have to be monetary. The work of volunteers, the use of someone from a computer partner or another technique is also a contribution. The budget must be divided into two parts: staff and non-staff expenditure. In each section, the expenditure has to be divided into three groups: a grant funded by the sponsor, the costs covered by your organization and the support of other organizations. Include the following information in your budget summary: description of key budget items, requested amount, non-financial support.

Organization information: organization history and management bodies; main activities of the organization, addressees and services provided; evidence of successful activity, merit and good image.

This section explains to the reader who you are and what skills you have to implement your proposal. Basic information is the name, legal status, address, bank of the organization through which the grants will be transferred, the names of the persons responsible for the allocation of the grant. For a detailed description of the organization’s activities, employee biographies can be provided separately in the appendix. Do not be afraid of large-scale accessories, because they are used to do so – in order not to overload the main text.

Attachments: CVs of project managers and executives, documents confirming the legal status of the organization, recommendations, protocols of intent, documents confirming funding, everything that did not fit in the application, but can supplement it.

Control questions are available before the application is sent

Before you submit your application, please review it again after a few days break so you can look at your new text “new eyes”.

You must be sure that you have answered the following questions:

  • Does your project meet the sponsor’s priorities and selection criteria?
  • Have you added all the necessary documents to the application form? For example, relevant
  • employees’ CVs, association statutes and / or articles, description of activities?
  • Did you answer all the questions in the application form?
  • Have you indicated in the application form how your project complements or differs from similar projects carried out by other organizations?
  • Did you include a description of how you will implement the project?
  • Have you indicated how you will evaluate the project?
  • Have you indicated how your project results will be disseminated?

A good application must meet the following requirements:

  • Be based on a great idea;
  • Build on a well-designed project;
  • Be written simply and clearly;
  • Meet the interests and activities of the patron;
  • Be realistic, vibrant and sincere.

If you have received support, you will need to do the following:

  • Sign and follow the contract;
  • Execute the project activities;
  • Providing project finance management;
  • Submit Report.

Projects can be provided and funding from different sources, the main ones being:

  • Foundations;
  • Business and other companies;
  • State institutions;
  • Private individuals;
  • Other organizations.