Prepare a proposal that can be delivered and audited

Editorial synthesis by Salient One · Published 4 November 2026. Apply the current donor documents and relevant local guidance to your project.

Map requirements

Begin with the current opportunity documents and a compliance matrix. List every eligibility condition, required attachment, question, format, submission channel and review responsibility. Capture exact wording and source links, distinguish mandatory instructions from evaluation preferences, and check for amendments. Assign an owner and an internal due date for each item. The EU portal, UN Partner Portal and UNGM instructions illustrate different routes, but each notice controls its own process. This checklist is editorial advice, not a universal donor rule.

Assemble evidence

Assemble a controlled evidence file: needs assessments and dates, source limitations, community and partner input, relevant operational experience, legal registration and policies, and any applicable assessments or certificates. Verify claims with the colleagues responsible for delivery. Ensure personal and sensitive information is shared only through appropriate channels and with a clear purpose. If evidence is missing, state the gap and describe how it will be addressed; do not imply that a planned consultation has already occurred.

Align the programme

Build the programme package as one linked model. The needs statement should lead to the outcome, activities, participant estimates, delivery schedule and indicators. Each material activity should have a corresponding budget provision and an accountable delivery owner. Explain targeting, local partner roles, referral arrangements, coordination and accessible feedback. The 2024 CHS and Sphere Handbook are useful references for quality, accountability and technical design. Cite the standard or specific guidance relevant to the intervention rather than asserting blanket compliance.

Review the budget

Have finance review the budget against the current fund rules and the delivery plan. Document quantities, unit costs, allocation methods, assumptions, exchange rates and cost-sharing arrangements where applicable. Confirm that partner budgets, support costs, staffing, monitoring, safeguarding, security and audit are realistic and treated consistently with the opportunity. The OCHA CBPF guidelines copy illustrates why traceable costs and supporting records matter; verify the current rules and the specific fund’s requirements.

Complete the readiness review

Run a final readiness review with programme, finance, operations and partners. Reconcile the narrative, results framework, timeline and budget; confirm authority to submit and ability to meet proposed commitments. Check registration and access to the submission system early, and allow time for file validation and approvals. Retain the submitted version, supporting calculations and receipt. If selected, review the final agreement and resolve material differences before committing; update the implementation plan and risk register when circumstances or approved terms change.

References

References reviewed 4 November 2026. Links and requirements can change.