Winning a competitive bid isn't just about having a great idea. It's about communicating that idea clearly, powerfully, and in a way that aligns with the funder’s goals. In this post, we’re sharing our top strategies for how to make your bid proposal stand out.
Why a Strong Bid Proposal Matters
A strong bid proposal is your organization’s first opportunity to communicate value to potential funders. It does more than respond to an RFP—it establishes your credibility. Funders are not just looking for ideas. They are looking for partners they can trust. Your proposal should show that you understand the scope of the work, have the capacity to deliver results, and are committed to making a difference.
A thoughtful, well-organized proposal builds confidence. It shows that you take the opportunity seriously and that your team is prepared to follow through. When written with care, a strong proposal can lead not only to immediate funding but also to long-term funding relationships built on mutual trust.
Understand the Funder’s Priorities
Every funder has a mission. Your proposal needs to reflect that. Before drafting your response, take time to research the funder’s history, goals, and the specific language used in their RFP. What themes or outcomes do they consistently support? What kinds of projects have they funded in the past?
Use this information to shape your proposal’s voice and structure. Highlight how your project supports the funder’s values. If the RFP emphasizes student achievement, for example, speak directly to that. Use the funder’s own language wherever appropriate. This shows alignment and understanding, which is key to building trust.
Tailor Your Content for Impact
It’s tempting to reuse past proposals, especially when deadlines are tight. But copying and pasting content can hurt your chances. Funders can tell when a proposal feels generic.
Take the time to tailor each proposal. Begin by adjusting the need statement to reflect current data and context. Then update your goals to directly respond to the opportunity. Make sure the proposed outcomes match the funder’s expectations. If you’ve worked on similar projects, reference them—just be sure to explain why this proposal is unique.
Emphasize Community Impact
Funders want to see that their money will have a real, measurable impact—especially for communities facing systemic challenges. Your proposal should clearly state who benefits from the project and how.
At ERI, we prioritize programs that serve at-risk youth, veterans, low-income individuals, and the homeless. These communities are often underserved and overlooked. When your proposal shows how your work supports those most in need, it resonates on a deeper level. Be specific, use real stories when appropriate, and demonstrate your understanding of the community you serve.
Focus on Clear, Achievable Outcomes
Outcomes are what funders use to evaluate success. Your proposal should clearly describe what success looks like, how it will be measured, and how results will be reported. Vague language weakens your position. Instead of saying "increase student engagement," describe how you’ll measure engagement and what benchmarks you plan to reach.
Well-defined outcomes help set expectations and make your project easier to evaluate. This is especially important for renewal funding. When funders can track progress, they’re more likely to invest again.
Include a Thoughtful Budget
The budget section is more than numbers. It’s an opportunity to show that your team understands resource planning and project management. A thoughtful budget aligns directly with your goals. It should include clear justifications for each line item and demonstrate how those costs support your outcomes.
Avoid overinflating costs, but don’t undercut either. Underfunding can make your proposal look unrealistic. Explain any assumptions you make, and always ensure your budget matches your narrative. Funders want to know their investment will be well-managed, and a clear budget builds that trust.
Get a Second Set of Eyes
Even the most experienced writers benefit from feedback. Once your proposal is complete, share it with someone who can offer a fresh perspective. Peer reviews help catch blind spots and errors you might overlook.
Consider involving a colleague, partner, or professional grant reviewer. They may spot unclear language, inconsistencies, or areas where your argument could be strengthened. Well-edited proposals appear more polished and professional, and that impression matters to reviewers.
How to Make Your Bid Proposal Stand Out: Use ERI’s Expertise to Maximize Success
Working with experts can make all the difference. At ERI, we bring over 60 years of combined experience to our grant writing and bid development services. Our team understands what funders look for and how to present your program in the most compelling way.
We operate on a contingency-based model. That means there’s no upfront cost—you only pay if you win funding. This makes our services accessible to underfunded schools, nonprofits, and public agencies that need strong proposals but lack internal resources. Visit our services page or learn more about our team to explore how we can help.
Final Review Checklist
Before submitting your bid proposal, walk through this checklist:
Have I followed every instruction in the RFP?
Does each section respond clearly to the funder’s questions?
Is the language concise, confident, and compelling?
Are goals and outcomes specific and measurable?
Does the budget support the proposed plan?
Has a second person reviewed the proposal?
If you can answer yes to each of these, your proposal is in a strong position.
Conclusion: Let’s Make Your Proposal Stand Out Together
Creating a standout bid proposal requires intention, clarity, and strategy. At ERI, we help organizations write proposals that reflect their mission, respond to funder priorities, and show measurable impact.
We’d love to support your next bid. Reach out to our team for a free consultation and discover how we can help you win funding with confidence.
Frequently Asked Questions
Q: How to make your bid proposal stand out?
A: Make your bid proposal stand out by aligning it with the funder’s priorities, using clear goals, and showing meaningful community impact. ERI can help guide this process.
Q: What should I include in a bid proposal?
A: Include a clear project description, specific goals, a detailed budget, evaluation plans, and evidence of impact. Tailor each section to match the RFP.
Q: Can I use the same proposal for different bids?
A: No. Each proposal should be customized for the specific funder and opportunity. Reused templates often miss important requirements.
Q: How important is the budget section?
A: Very. Funders want to know how money will be used and that your project is financially sound. A strong budget supports your entire narrative.
Q: Do I need a professional writer to submit a proposal?
A: Not always, but experienced writers like those at ERI understand what funders look for. We can help you increase your chances of winning.
Q: What is a contingency-based grant writing model?
A: ERI’s model means you pay nothing upfront. You only pay if your organization wins the grant. This makes expert help accessible.
Q: How does ERI support nonprofits with tight budgets?
A: We offer risk-free grant writing through our contingency model, and we focus on equity-driven funding that supports communities in need.
Q: Can ERI help with program evaluation too?
A: Yes. We offer full evaluation services to support grant compliance and demonstrate impact. This improves chances for renewal and future funding.
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