how to prepare an NGO concept note – A concept note is a concise document that presents an NGO’s proposed project idea to a potential donor, foundation, CSR organisation, government programme, institutional partner or other funding organisation.
It gives the potential funder an initial understanding of what problem the NGO intends to address, who will benefit, what the organisation proposes to do, where the project will be implemented, what results are expected and what level of support may be required.
A concept note is generally shorter than a full project proposal. Its purpose is to communicate the core project idea clearly enough for a funding organisation to decide whether it is interested in considering the project further.
The exact format and requirements vary between funding organisations. If a donor provides a prescribed concept-note format, NGOs should follow those instructions.
- When Does an NGO Need a Concept Note?
A concept note may be requested when a funder wants to understand a proposed project before asking the NGO to submit a detailed proposal.
It may be required as:
- An initial application
- An Expression of Interest process
- A preliminary project submission
- A response to a CSR programme
- A donor’s first-stage screening process
- A document for approaching a potential institutional partner
Some funders do not require concept notes at all, while others may provide a specific format and word or page limit.
An NGO should therefore check the particular funding opportunity before preparing one.
- Concept Note vs. Full Project Proposal
A concept note and a project proposal are related but serve different purposes.
A concept note presents the project idea at a relatively high level.
A full project proposal provides substantially more detail about how the project will be implemented, monitored and budgeted.
A concept note may contain:
- Problem or need
- Proposed solution
- Beneficiaries
- Geographical area
- Goal and objectives
- Key activities
- Expected results
- Project duration
- Organisational experience
- Indicative budget or funding requirement
A full proposal may additionally contain detailed implementation methodology, work plans, monitoring and evaluation frameworks, risk management, sustainability plans, detailed budgets, budget narratives and supporting documentation.
A concept note should therefore not simply be a shortened copy of a full proposal. It should communicate the central project idea clearly and concisely.
- Understand the Funder Before Preparing the Concept Note
Before writing, study the funding organisation and the particular opportunity.
Find out:
- What sectors does the funder support?
- What geographical areas are covered?
- Which beneficiary groups are eligible?
- What types of projects are supported?
- What is the expected project duration?
- What funding range is available, if stated?
- Is the NGO eligible?
- Are there specific thematic priorities?
- Is there a prescribed format?
- Is there a word or page limit?
- What supporting documents are required?
- What is the submission deadline?
The concept note should be developed specifically for the opportunity rather than using exactly the same document for every funder.
- Review Your Organisation Before Developing the Idea
An NGO should also examine its own background and capacity.
Before preparing the concept note, identify:
- Organisation history and mission
- Present activities
- Current beneficiaries
- Areas where the NGO currently works
- Existing projects and their locations
- Relevant previous projects
- Current funders and institutional partners, where applicable
- Relevant staff and technical expertise
- Infrastructure and field capacity
This is important because the proposed project should be consistent with the organisation’s genuine experience and ability to implement it.
For example, an organisation with existing experience in vocational training and women’s livelihood programmes may be well positioned to propose a new livelihood project. The concept note should demonstrate this connection rather than presenting an unrelated project simply because a funding opportunity is available.
- Define the Problem or Need
The concept note should clearly explain the problem the project intends to address.
A good problem statement should answer:
- What is the problem?
- Who is affected?
- Where does it occur?
- Why does it matter?
- What are the main causes or contributing factors?
- What evidence demonstrates the need?
Use reliable information wherever possible, including government data, research, community assessments, surveys, published studies and the NGO’s documented field experience.
Because a concept note is concise, avoid including unnecessary background information. Focus on the information that establishes the need for the proposed intervention.
- Identify the Target Beneficiaries
Clearly state who the project is intended to benefit.
Depending on the project, beneficiaries may include:
- Women
- Children
- Youth
- Farmers
- Rural households
- Tribal communities
- Persons with disabilities
- Low-income families
- Artisans
- Entrepreneurs
- Other vulnerable or specific community groups
Mention the approximate number of intended beneficiaries where possible.
Also identify the geographical area where the beneficiaries are located.
- Describe the Proposed Solution
After explaining the problem, describe what the NGO proposes to do about it.
The proposed intervention should have a logical connection with the identified problem.
For example:
Problem: Rural youth have limited access to market-relevant skills and employment opportunities.
Proposed intervention: Provide appropriate vocational training, career guidance, practical experience and post-training support, together with linkages to employment or self-employment opportunities.
The concept note should explain the proposed approach clearly without going into the level of detail normally required in a full project proposal.
- Define the Project Goal
The goal describes the broader change to which the project intends to contribute.
For example:
To improve livelihood opportunities for economically vulnerable rural youth through market-oriented skill development and employment support.
The goal should be realistic in relation to the size and duration of the proposed project.
- Develop Specific Objectives
Objectives explain what the project intends to achieve.
For example:
- To provide relevant vocational training to 200 rural youth.
- To improve participants’ job-readiness and technical skills.
- To facilitate employment or self-employment opportunities for eligible participants.
Objectives should be clear and measurable wherever possible.
They should also be consistent with the proposed activities and expected results.
- Outline the Key Activities
The concept note should briefly describe the major activities that will be undertaken.
Depending on the project, these may include:
- Community mobilisation
- Baseline assessment
- Training
- Workshops
- Awareness activities
- Technical assistance
- Enterprise development
- Mentoring
- Market linkage
- Capacity building
- Follow-up support
Do not turn the concept note into a detailed implementation manual. The purpose at this stage is to communicate the overall intervention.
- Describe Expected Outputs and Outcomes
Explain what the project expects to deliver and what changes it hopes to achieve.
For example:
Output: 200 youth complete a vocational training programme.
Outcome: Participants improve their market-relevant skills and gain improved access to employment or self-employment opportunities.
Where possible, provide measurable targets.
The expected outcomes should be realistic and should follow logically from the proposed activities.
- Mention the Project Location
Clearly identify where the project will be implemented.
Depending on the programme, this may include:
- State
- District
- Block
- Village
- Urban locality
- Other relevant geographical area
If the NGO already has an established presence in the proposed area, mention this as part of its implementation capacity.
Existing field presence can be particularly relevant where the project involves community mobilisation or long-term engagement.
- Explain the NGO’s Relevant Experience
A concept note should briefly demonstrate why the organisation is capable of implementing the proposed project.
Include relevant information such as:
- Previous projects in the same sector
- Experience with the proposed beneficiary group
- Experience in the proposed geographical area
- Relevant staff and technical experts
- Existing community networks
- Previous donor or CSR-supported projects
- Relevant project results
Do not include every activity ever undertaken by the organisation. Select the experience most relevant to the proposed project.
- Mention the Project Duration
State the proposed project period.
For example:
Proposed duration: 12 months
Where appropriate, briefly indicate the major phases, such as mobilisation, implementation, follow-up and evaluation.
The duration should be realistic for the scale of the proposed activities and expected results.
- Provide an Indicative Budget or Funding Requirement
If the funder requests a budget, provide the required level of detail.
If a detailed budget is not requested at the concept-note stage, an indicative funding requirement may be sufficient.
For example:
Estimated project requirement: ₹25 lakh for 12 months.
The amount should be based on a preliminary assessment of the actual resources required to implement the project.
It should also be consistent with the proposed number of beneficiaries, activities and duration.
A detailed project budget can be developed at the full proposal stage or when specifically requested by the funder.
- Explain Sustainability Where Appropriate
Briefly explain how the project may contribute to lasting benefits.
Depending on the nature of the project, sustainability may involve:
- Community ownership
- Capacity building
- Enterprise development
- Employment
- Market linkages
- Local partnerships
- Institutional strengthening
- Continued use of acquired skills
The explanation should be realistic rather than making broad claims that the project will become completely self-sustaining without explaining how.
- Keep the Concept Note Focused
A good concept note should be concise.
Avoid:
- Excessive organisational history
- Unnecessary technical details
- Long descriptions unrelated to the project
- Unsupported statistics
- Repeating the same information
- Large amounts of information that the funder has not requested
The reader should be able to understand the proposed project without having to search through unnecessary information.
- Suggested Structure of an NGO Concept Note
The exact structure depends on the funding organisation, but a concept note may generally contain:
- Project title
- Organisation name
- Organisation background
- Project summary
- Problem / need
- Target beneficiaries
- Geographical area
- Goal
- Specific objectives
- Proposed intervention
- Key activities
- Expected outputs and outcomes
- Implementation approach
- Organisational experience
- Project duration
- Indicative budget / funding requirement
- Sustainability
- Contact information
If the funder provides a specific format, that format should take precedence.
- Review the Concept Note Before Submission
Before submitting, check that:
- The NGO is eligible.
- The proposed project matches the funder’s priorities.
- The proposed beneficiaries meet the funder’s requirements.
- The geographical area is eligible.
- The project is consistent with the NGO’s experience.
- The objectives are clear.
- The activities address the stated problem.
- The expected results are realistic.
- The project duration is reasonable.
- The proposed funding requirement is realistic.
- All requested information has been provided.
- The document follows the required format and length.
- Supporting documents requested by the funder are attached.
- The concept note is submitted through the correct channel before the deadline.
- Common Mistakes in Concept Notes
Some common mistakes include:
Writing a generic concept note
A concept note should respond to the particular funder’s priorities.
Not establishing the need
The proposal should explain why the project is necessary.
Proposing an unrelated project
The project should have a credible connection with the NGO’s experience and capabilities.
Including too much organisational history
Only relevant experience needs to be highlighted.
Unclear beneficiaries
The concept note should identify who will benefit and where they are located.
Unrealistic targets
The number of beneficiaries and expected results should correspond to the organisation’s capacity and proposed resources.
Unclear budget requirement
The proposed funding amount should have a reasonable basis.
Ignoring the funder’s format
If a specific format or word limit is provided, follow it carefully.
Treating the concept note as a guarantee of funding
Submitting a concept note does not mean that the funder will approve or finance the project. The funder may request additional information, invite a full proposal, shortlist the organisation or decide not to proceed.
Concept Note and Full Project Proposal
A concept note is often the first stage of presenting a project idea. If the funder is interested, it may subsequently request a detailed project proposal.
The two documents should remain consistent.
The concept note establishes the core project idea:
Problem → Beneficiaries → Proposed Solution → Objectives → Activities → Expected Results → Resources
The full project proposal expands these elements and provides greater detail about implementation, monitoring, sustainability, budget and supporting documentation.
NGOs should therefore retain the underlying project information used to prepare the concept note so that it can be developed further if a full proposal is subsequently requested.
Need Professional Assistance With a Concept Note?
NGOs that require professional assistance may contact NGOPortal regarding concept note preparation, project proposal development, project budgets, CSR proposals, EOI/application preparation and proposal review.
Professional services are undertaken on an agreed scope of work and professional fee.
NGOPortal is not a funding agency or intermediary. Engaging NGOPortal for professional project-development services does not guarantee funding, approval, selection or partnership. Final decisions are made independently by the respective donor, CSR organisation, foundation, government programme or other funding institution.
Click here For Funds for Indian NGOs