We’ve covered the core components of a proposal. Now, let’s discuss how to format your proposal so it makes a great first impression.
Have you ever opened a document that feels like just one big wall of text? I’ve never really felt excited about digging into that kind of material, and I bet your reviewers probably won’t be thrilled about it either. All your fantastic ideas and the impact of your project/program just get lost in the density.
Taking the time to format your proposal thoughtfully can really boost its readability and clarity. It shows that you’re paying attention to detail. It’s a communication tool that helps the reviewer quickly find essential information, like the issue and impact. Let’s dive into white space, headings, and text emphasis, but keep in mind that these are just a few of the many techniques you can use.
White Space
What is white space? It’s the area of your page without text and can be created using headings, margins, paragraphs, and visual elements (like tables, charts, images).
Although reducing text creates white space, it actually helps grab the reader’s attention (less is more!) and guide them through your content. Reading 5–10 pages of dense text from multiple applicants is going to wear your reviewer down fast. White space alleviates eye fatigue and gives the reviewer a chance to better absorb your ideas. A proposal isn’t awarded based on how many words you use, but how you use them.
Headings
Headings are a great way to help the reviewer navigate your proposal. Imagine reading a book that doesn’t have any chapters. It would take a lot more mental energy to keep track of the narrative and grasp what the author is trying to say. Dividing your text into clear sections and digestible chunks will help the reviewer better understand your proposal as a whole and highlight distinct parts of the proposed project/program.
It’s important for headings and subheadings to stand out from each other so that there’s a clear hierarchy of information. You can show hierarchy using different visual cues like alignment, font size, style, and capitalization.
Want to go one step further? Number your headings. This is especially useful for proposals that have three or more heading levels or use cross-referencing. It’s quicker (and takes up less space!) to insert “see 3.2” than to write out the whole section title.
Here are just a few examples of heading hierarchies:
| Heading One Heading Two Heading Three | 1. Heading One 1.1. Heading Two 1.1.1. Heading three | HEADING ONE Heading Two Heading three |
Emphasis
Pro tip: steer clear of underlining text in the proposal. This is a fairly old-school form of emphasis and makes text harder to read when overused. Try using boldface instead; it grabs attention and helps reviewers quickly find the important information (for instance, when you connect your project to funder priorities, highlight innovation, or spotlight key words and phrases).
While using italics can be helpful in writing—just look at any style guide—they’re not the best choice for emphasis. If you use italics for headings, titles, key terms, stats, and emphasis, it might be tough for the reviewer to keep everything organized.
Other Considerations
Finally, I want to revisit an earlier post on how crucial it is to read the application instructions. Formatting is another reason why that’s really important. Some application guidelines specify (among other things) the font type and size, line spacing, and page margins. If you miss this information, your proposal could end up disqualified for a technical reason, even if your project/program is amazing.
Keep things simple. Being consistent will help you create a proposal that looks focused, professional, and easy to understand. Deliberate formatting shows that you value the reviewer’s time. It’s a key element to shaping your proposal and ensuring that your first impression is a great one.
🔜 Next time we’ll explore best practices to structure your narrative.
Thanks for reading! I’d love to know what resonated with you or any specific components you’d like to learn more about. Leave a comment, use the Contact page, or email me directly. Until next time!
jbr editing 