Writing a concept note: structure and common mistakes

Many donors ask for a concept note before a full proposal: a short document, often two to five pages, that shows the problem, what you will do about it and why your organisation is the right one to do it. In two-stage calls only the best concept notes are invited to submit a full application, so this short document decides most of the outcome. This guide describes a structure that fits most calls and the mistakes reviewers see again and again.

First, follow the call's template

If the call provides a template, use it exactly: same headings, same order, within the page or character limits. Reviewers score each section against a grid, and content in the wrong place may not be scored. Read the evaluation grid if it is published; it tells you what earns points. The structure below is for calls that give no template, and as a check that nothing essential is missing.

A structure that works

1. Title and summary. A specific title and a short paragraph covering the problem, the target group, the location, the main activities, the expected change, the duration and the amount requested. Many reviewers read this first and form an impression from it.
2. Problem and context. Describe the specific problem in your area, with local evidence: figures from official statistics, studies or your own assessments, with their sources. Explain why it persists and what has already been tried.
3. Target group. Who will benefit, how many, how they were identified and how they were involved in designing the project.
4. Objectives. One overall objective (the wider change you contribute to) and one or two specific objectives (what the project itself will achieve). Make them measurable and realistic for the time and money.
5. Activities and approach. The main activities, how they lead to the results, and why this approach suits the context. A short timeline helps.
6. Expected results. Outputs (what you deliver) and outcomes (what changes for the target group), with a few indicators you can actually measure.
7. Your organisation and partners. Relevant experience, similar projects, staff, and the role of each partner. Show that you can manage the funds.
8. Sustainability and risks. What continues after the grant ends, the main risks and how you will reduce them.
9. Budget summary. Main cost categories and totals, consistent with the activities, and any co-financing.

Common mistakes

• Ignoring the call's priorities. A good project that does not answer the call's stated objectives will score poorly. Use the call's language where it honestly fits.
• A generic problem statement. National statistics copied from a report, with nothing about your district or your target group, signal that the project was not designed for this call or this place.
• Activities that do not lead to the objectives. Reviewers check the logic: each activity should produce a result, and the results together should achieve the specific objective.
• Too much ambition. Many activities, many locations and big promises in a short project with a small budget look unrealistic. Fewer activities done well score better.
• A budget that does not match the text. Activities with no cost, costs with no activity, or round lump sums without explanation all cost points. Exclude costs the call does not fund.
• Weak evidence of capacity. Saying "we have extensive experience" without naming projects, amounts and results does not convince anyone.
• Breaking formal rules. Exceeding the page limit, using another template, missing annexes, signing in the wrong place or submitting in the wrong language can lead to rejection before evaluation.
• Submitting at the last minute. Portals slow down near deadlines, and the deadline is set in the donor's time zone. Aim to submit at least a day early.

Review before you submit

Ask someone who did not write the note to read it against the call's criteria and score it. Check every figure, every name and every date. Read the eligibility rules once more; our guide on checking eligibility has a checklist.

On drafting tools

FundingCalls can produce a first draft of a concept note from your profile and the call text, with placeholders where your own figures belong. Use it as a starting point to edit, never as the final text. Some donors restrict the use of AI-generated text or require you to disclose it; the draft page shows the donor's policy where we know it, and you remain responsible for every statement in the application.

To find a call worth writing for, browse calls closing soon, embassy small grants or calls by country, and create a free profile to see which ones your organisation is eligible for.