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1. Project Basics & Mission Alignment

Every project should connect back to your mission. If it doesn't, this section will surface that quickly.

Project title *

Date submitted

Submitted by *

Sponsoring committee or person

Mission pillar this serves * These are example mission pillars. In your version, replace with your organization's actual stated mission pillars from your bylaws or strategic plan.

How this advances the mission *

Financial — revenue, sustainability, reserves Constituents — direct service to those the mission serves Community — broader impact beyond direct constituents Philanthropic — donor cultivation, partnerships, visibility Operational capacity — staff, systems, or infrastructure that enables mission work

Is this in the current strategic plan?

Yes Partially No

2. What & Who

Force clarity on scope before discussing cost. Specific is better than ambitious.

Project description *

Beneficiary category *

How many people directly reached?

Best estimate. "Approximately" is fine. Document your assumptions in the description above.

Anticipated outcomes * Specific outcomes that can be measured. Not "increased awareness" — numbers, changes, or observable results.

How will outcomes be measured? *

3. Timeline

Many proposals collapse on unrealistic dates. Be honest with yourself.

Target start date

Target completion date

Key milestones

Reporting cadence to the board

4. Resources & Cost

Force the real ask onto the page — both direct costs and the in-kind contributions that make small non-profits work.

Direct costs

Staff hours

Staff cost ($)

Volunteer hours

Volunteer dollar-equivalent ($)

Materials & supplies ($)

Services / contractors ($)

Contingency ($)

Total direct cost $0

In-kind contributions

In-kind contributions are real value. Tracking them protects the project budget and is often required by funders.

Time donated (hours)

Time donated — estimated value ($)

Cash donations earmarked for this project ($)

Durable goods donated (description)

Durable goods — estimated value ($)

Non-durable goods donated (description)

Non-durable goods — estimated value ($)

Total in-kind value $0

Funding sources

Equipment, space, or partnerships needed

Tax-position note: Consider impacts on your tax-exempt status: unrelated business income (UBIT) if any revenue is generated, donor tax deductibility of in-kind gifts, and 990 reporting implications. Consult your treasurer or CPA on material projects. This template doesn't replace tax advice.

5. Risks & Dependencies

Risks named in writing are easier to plan for. Risks left unspoken become surprises later.

Financial risk

Reputational risk

Brand risk

Insurance / liability risk

Mission risk

Operational risk

Mitigation plan

External dependencies

6. Board Action

Completed by the board secretary after the proposal is presented and discussed. Keeps the official record on a single document.

This section is reserved for the board secretary or recording officer. The proposal submitter typically leaves it blank.

Decision

Approved Approved with conditions Deferred Declined

Conditions or modifications (if any)

Decision date

Vote result

Action items and responsible parties

7. Receive your template & print your completed copy

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Organization name (optional)

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Project Proposal Form