U.S. Embassy in Malaysia

Proposal Guidelines

Format:  The proposal must not be longer than (10) TEN PAGES.  All documents must be single-spaced, 12-point Times New Roman font, with a minimum of 1-inch margins.  Format should be as a Microsoft Word document or PDF and include the following:

Summary/Cover Page (1 page maximum):  Cover sheet stating the applicant organization’s name, proposal date, program title, program period proposed start and end date, total budget requested, and brief purpose of the program (2 sentences maximum).

Proposal (6 pages maximum):  The proposal should contain sufficient information that anyone not familiar with it would understand what the applicant wants to do. The proposal should clearly address the goals and objectives of the funding opportunity notice posted on the U.S. Embassy website. You may use your own proposal format, but it must include all the items below.

• Proposal Summary: Short narrative that outlines the proposed program, including program objectives and anticipated impact.
• Introduction to the Organization Applying:  A description of the organization’s past and present operations, showing ability to carry out the program, including information on all previous grants from the U.S. or other governments.
• Problem Statement:  Clear, concise, and well-supported statement of the problem or issue to be addressed and why the proposed program is needed.
• Program Goals and Objectives:  The “goals” describe what the program is intended to achieve.  The “objectives” refer to the intermediate accomplishments on the way to the goals. These should be achievable, time-bound, and measurable.
• Program Activities:  Describe the specific program activities and how they will help achieve the objectives.
• Proposed Program Schedule and Timeline:  The proposed timeline for the program activities. Include the dates, times, and if possible, locations of planned activities and events.
• Key Personnel:  Please include the names, titles, and roles of key personnel who will implement this program.  Please indicate what proportion of their time will be used to implement the program.  Please also indicate if the proposed program will require hiring new staff.
• Program Monitoring and Evaluation Plan:  This is a crucial part of successful grants.  Please describe how your organization will monitor the activities to ensure they take place on schedule.  Please also describe how your organization will evaluate the program to ensure it meets the stated goals of the program.
• Sustainability:  Please describe how the impact and outcomes of your program will last beyond the duration of the project.

Budget and Budget Justification Narrative (3 pages maximum):  Please submit the proposed budget in a separate section.  All budgets must be in U.S. Dollars. The budget section should include a numerical budget (in a table or bulleted list format).  On a separate page(s), please provide a “Budget Justification Narrative” that describes in words each of the budget categories in detail.  The budget and budget justification narrative must use the following categories:

• Personnel and Fringe Benefits:  Describe the wages, salaries, and benefits of temporary or permanent staff who will be working directly for the applicant on the program, and the percentage of their time that will be spent on the program.
• Travel:  Estimate the costs of travel and per diem for this program, for program staff, consultants or speakers, and participants/beneficiaries.  If the program involves international travel, include a brief statement of justification for that travel.
• Equipment:  Describe any machinery, furniture, or other personal property that is required for the program, which has a useful life of more than one year (or a life longer than the duration of the program), and costs at least $5,000 per unit.  (Note:  For many small grant proposals this category may be $0.).
• Supplies:  List and describe all the items and materials, including any computer devices, that are needed for the program.  If an item costs more than $5,000 per unit, then put it in the budget under Equipment.
• Other Direct Costs:  Describe other costs directly associated with the program, which do not fit in the other categories.  For example, shipping costs for materials and equipment, applicable taxes, rental fees, interpreter fees, etc.  All “Other” or “Miscellaneous” expenses must be itemized and explained in the budget justification narrative.
• Indirect Costs (optional category):  These are costs that cannot be linked directly to the program activities, such as overhead costs needed to help keep the organization operating.  This is an optional category and, if used, should be no more than 10% of the total budget.
• Cost Sharing (optional category):  If your organization or entities other than the U.S. Embassy will plan to contribute funding to this specific project, please note the amounts in the budget.   In-kind contributions can also include volunteers’ time and the cost of venues/rental space provided free of charge.  Cost-sharing is not required and will not affect how we evaluate your proposal.
• Alcoholic Beverages:  Please note that federal funds cannot be used for alcoholic beverages.

Organizational Registration (does not count against page limit): Please attach a copy of your organization’s registration certificate to the application, or a document that confirms the Malaysian government’s approval for your organization to operate in Malaysia and its territories.