Funding Formula Stage 6
Writing powerful concept notes
- What is a concept note?
Many donors now prefer applicants to submit a comprehensive concept note about their proposed project before submitting a full project proposal. We have also observed this trend in many of the USAID and European Commission grant applications. Concept notes can include in-depth information about the project, or can simply present a simple overview of the project idea. In either case, the concept note is your first step to request funding from the donor. If the idea is interesting, you may be requested to submit a full proposal.
So: what exactly is a concept note? How much time does it take to prepare? What should go into it?
A concept note is a brief outline of the project you have in mind. A simple version of it will include an introduction, a background, proposed objectives and results and a budget overview. Ideally, it should not be more than 2-3 pages unless the donor agency has specific requirements. If necessary, extra information can be supplied in annex documents such as your organisation profile.
A concept note can be produced in a matter of hours, or take a few days. But research is critical in both cases, and experienced planners develop extensive notes and organize meetings with project stakeholders (mainly the beneficiaries of the project) before starting to write a concept note.
The concept note is not only an important document for making your first contact with the donor agency, it is also the basic layout of the project plan. The layout will form the foundation to develop a larger proposal document soon after positive feedback from the grant-making agency.
- The first steps towards developing a proper concept note
If you have a project idea in mind – because of unmet needs in your country for sexual and reproductive health services, for example – and you know the right donor agency to apply to, it is fairly easy to come up with a proper concept note. So, the first step is your project idea!
Start searching for donors who can fund your idea, and undertake comprehensive research and learn more about the donor, so that your concept note – and project – match their needs and interests. Once the donor has been successfully identified and the project idea is ready, start work on the concept note.
Refine your project idea by asking questions. Remember that the project idea is raw and unstructured – you need to hone it, and give it a proper structure. Asking questions brings clarity; you can also start discussions with key stakeholders and contemplate possible solutions. Once the basic structure of the concept note is ready, consider:
- how long it will take to address this problem?
- what will be the geographical scope of your project?
- who will be the actual beneficiaries (women, children, etc)?
- what will be the resulting change after the project has been implemented?
- above all these: what is the uniqueness of your project?
- The Structure of the Concept Note
i. Title
An unstructured concept note should have a title, submitted by [name], and date of submission as the primary information in the header section. Preferably, the title should be short but make sure it reflects the overall idea of the project that resonates with the donor’s objectives.
ii. Introduction or Background
The first section of the project should be an introduction or background of the project: state the problem the project will address and the root causes of this problem. Paint a picture for the donor to visualise. Conclude this section with the opportunity available for your Member Association to make the intervention and address the problem. Remember here to include your Unique Selling Points, which differentiate your Member Association from other service providers.
Remember to give evidence in the narrative so that you can establish authority to the facts given. For example, if there is extensive maternal ill health in the region, supply data and a reference. Also, give numbers of men, women, and children affected by the overall situation, and the role – especially decision-making – that women will play in the project. In this way, you can ensure that gender has been integrated from the planning stage itself.
iii. Goal and Objectives
The goal is usually the long-term impact of ‘reduction in poverty’ or ‘improved living conditions of the people.’ It may not necessarily be achieved, and remember, your project is only contributing to this – not solving it entirely.
Objectives have to be specific, and providing numbers is helpful. For example, ‘100 women will have access to integrated reproductive health services’. Also limit your objectives to three or four. The fewer objectives, the more practical (and successful) your approach will be.
iv. Expected Results
This section briefly analyzes the result of your project: list the impact that your project will have during the project period. For example, ‘100 households have improved health and nutrition while benefitting from health services’. Data is very important while narrating expected results.
v. Innovation
A separate section explaining the uniqueness of your project will be very useful. As donors are interested to see what new value you are going add, this section will quickly introduce them to the innovative approach you will use to address this problem. Although concept notes may not have this section, if you include it, donors will be keen to read it!
vi. Budget
The last section of the concept note will be the budget. Although a detailed analysis is not required, submit a reasonable estimate of how much money you are seeking from the donor to execute the project. Also, give a quick breakdown of the main items (not more than 5-6). Any matching contribution from you or any other agency can also be mentioned here. You can also emphasize here your value for money approach.