You’ve identified a potential donor whose mission aligns perfectly with your NGO’s work. You’re ready to make your case for funding. But what’s the first move? Do you send a detailed 15-page document outlining every aspect of your project, or do you send a brief 2-page summary?
This is a critical strategic question. Sending the wrong document at the wrong time is one of the fastest ways to get your application dismissed. Understanding the Difference Between a Concept Note and a Full Proposal is fundamental to successful grant seeking in Nigeria and beyond.
Using the right document at the right time shows that you respect the funder’s process and value their time. This guide will break down what each document is, its key characteristics, and the specific situations in which to use each one.
What is a Concept Note? The Elevator Pitch
Think of a concept note as the appetizer of your funding request. It is a brief, concise summary of your project idea. Its primary purpose is to capture a funder’s interest and convince them that your project is worth a closer look. It’s also often referred to as a Letter of Inquiry (LOI).
A concept note is your “elevator pitch” on paper. It quickly answers the funder’s initial questions: Who are you? What problem are you trying to solve? How do you plan to solve it? And how much will it roughly cost?
Key Characteristics of a Concept Note:
- Length: Typically very short, ranging from 2 to 5 pages maximum.
- Purpose: To introduce a project idea, gauge a funder’s interest, and get invited to submit a full proposal.
- Content: Contains a brief background, a clear problem statement, proposed objectives and activities, and an estimated or summary budget.
- Tone: Persuasive, concise, and high-level.
When to Use a Concept Note:
- Unsolicited Approaches: When you are approaching a funder who has not publicly requested proposals, but you believe your work aligns with their mission.
- Pre-Qualification Stage: When a funder explicitly requests a concept note or LOI as the first step in their application process to screen applicants.
- Networking and Initial Meetings: A well-written concept note can be a powerful leave-behind document after meeting a potential donor.
What is a Full Proposal? The Detailed Blueprint
If the concept note is the appetizer, the full proposal is the main course. It is a comprehensive, detailed document that provides an in-depth description of your project. You only write a full proposal when a funder has shown significant interest and has explicitly invited you to submit one.
This document is your complete project blueprint. It leaves no stone unturned and must provide the funder with all the information they need to make a final funding decision.
Key Characteristics of a Full Proposal:
- Length: Much longer and more detailed, often ranging from 10 to 25+ pages.
- Purpose: To provide a complete and thorough justification for your project and secure funding.
- Content: Includes everything from the concept note but in much greater detail, plus a comprehensive background, detailed methodology, a full monitoring and evaluation (M&E) plan, organizational capacity details, sustainability plan, and a detailed, line-item budget.
- Tone: Thorough, evidence-based, and highly detailed.
When to Use a Full Proposal:
- Solicited Applications: When a funder issues a public Request for Proposals (RFP) and asks for a full proposal directly.
- After an Invitation: The most common scenario is submitting one after your concept note has been reviewed and approved by the funder.
At a Glance: Concept Note vs. Full Proposal
| Feature | Concept Note | Full Proposal |
| Purpose | To spark interest & get an invitation | To secure funding |
| Length | 2-5 pages | 10-25+ pages |
| Budget | Summary or estimated total | Detailed, line-item budget with justification |
| Detail Level | High-level overview | In-depth, comprehensive, and exhaustive |
| When to Use | Initial contact, pre-screening | Upon funder’s request, final stage |
From Document Knowledge to Funder Intelligence
The first rule of grant seeking is to give funders exactly what they ask for. Knowing the Difference Between a Concept Note and a Full Proposal is step one. Step two is finding funders and understanding their specific submission guidelines. That’s where grantsdatabase.org becomes your strategic partner. Our platform not only lists opportunities but also provides crucial details on funders’ application processes, helping you identify whether they require a concept note first or a full proposal upfront. This intelligence saves you time and positions you for success.
The Strategic Importance of the Two-Stage Process
Why do so many funders use this concept note-first approach? It’s a time-saver for everyone. Funders can quickly screen dozens or even hundreds of ideas without having to read lengthy proposals. For NGOs, it means you don’t invest 40+ hours writing a detailed proposal for a funder who was never going to be interested in the first place. For more insight into what funders look for, authoritative resources like Candid’s guide to proposal writing offer a wealth of information that complements this understanding.
Conclusion
Mastering the use of these two crucial documents is a non-negotiable skill for any serious grant seeker in Nigeria. Think of it this way: the concept note is the key that opens the door, and the full proposal is the detailed tour you give once you’re inside.
Never send a full proposal when only a concept note is needed, and don’t expect a concept note to do the work of a full proposal. By understanding the distinct role of each document, you demonstrate professionalism, respect the funder’s time, and dramatically increase your chances of moving from initial idea to funded project.
