Writing Evaluation Plans for Grant Proposals

Why Evaluation Matters to Funders

An evaluation plan tells reviewers and funders how you will know whether your project succeeded. It is not an afterthought or a bureaucratic requirement — it is a fundamental part of demonstrating that your project is well-designed and that you are committed to accountability.

Funders invest in outcomes, not just activities. A proposal that describes an impressive set of programs but offers no plan for measuring results raises a critical question: if you cannot measure success, how do you know your approach works? A strong evaluation plan answers that question directly and builds reviewer confidence in your entire proposal.

Process Evaluation vs. Outcome Evaluation

Most evaluation plans address two distinct dimensions: process and outcomes.

Process Evaluation

Process evaluation examines how your project is implemented. It asks questions like: Were activities carried out as planned? Did you reach your target population? What barriers or challenges arose, and how were they addressed?

Process evaluation is essential for understanding whether your project was delivered with fidelity. If outcomes are disappointing, process data helps you determine whether the problem was the design itself or the way it was implemented.

Outcome Evaluation

Outcome evaluation measures whether your project produced the intended changes. These changes might be in knowledge, attitudes, behaviors, skills, conditions, or status among your target population. Outcome evaluation is what most funders care about most, because it answers the fundamental question of whether the investment made a difference.

Strong outcome evaluation requires clearly defined outcomes, baseline measurements, appropriate comparison groups when feasible, and follow-up data collection at meaningful intervals.

Designing Your Evaluation

Start with Your Logic Model

A logic model maps the connections between your resources (inputs), activities, outputs, and outcomes. If you have already developed a logic model for your proposal, your evaluation plan should flow directly from it. Each outcome identified in the logic model should have a corresponding evaluation measure.

If you have not built a logic model, developing one specifically for the evaluation section can clarify your thinking about what you expect to change and how.

Define Measurable Outcomes

Every outcome in your evaluation plan should be specific, measurable, and tied to a realistic timeframe. Avoid vague outcomes like "improved community health" or "increased student success." Instead, specify exactly what will change, by how much, and by when.

For example: "By the end of Year 2, 75 percent of program participants will demonstrate proficiency in the target skill, as measured by a validated assessment tool, compared to 40 percent at baseline."

Select Appropriate Methods

Choose data collection methods that match your outcomes and your capacity. Common methods include surveys and questionnaires, pre- and post-tests, interviews and focus groups, administrative data analysis, direct observation, and review of program records.

Mixed-methods approaches that combine quantitative and qualitative data often provide the most complete picture of program effectiveness. Quantitative data shows whether change occurred, while qualitative data helps explain why.

Identify Your Evaluator

Some funders require an external evaluator — an independent party who designs and conducts the evaluation. Even when not required, an external evaluator adds credibility to your findings. If you plan to use an external evaluator, identify them in the proposal and include their qualifications and a brief description of their role.

If you will conduct the evaluation internally, describe who is responsible and what qualifications they bring. Address any potential conflicts of interest and explain how you will maintain objectivity.

Writing the Evaluation Section

Structure

A well-organized evaluation section typically covers the following: the purpose of the evaluation, the specific questions it will answer, the evaluation design and methods, data collection instruments and timelines, data analysis procedures, and how findings will be reported and used.

Connect to the Narrative

Your evaluation plan should mirror the goals and objectives stated in your project narrative. If your narrative describes three goals with two objectives each, your evaluation plan should address all six objectives. Inconsistencies between the narrative and the evaluation plan confuse reviewers and suggest careless preparation.

Be Realistic About Scope

Design an evaluation you can actually implement with the resources available. An overly ambitious evaluation that you cannot execute is worse than a modest evaluation that you carry out with rigor. Factor evaluation costs into your budget — data collection, analysis, and reporting all require time and money.

Common Pitfalls

• Measuring only outputs. Counting the number of workshops held or brochures distributed does not constitute outcome evaluation. Outputs describe what you did; outcomes describe what changed as a result.
• No baseline data. Without a starting point, you cannot demonstrate change. Plan for baseline data collection at the start of your project.
• Vague indicators. If you cannot explain exactly how you will measure an outcome, it is not specific enough.
• Ignoring negative findings. A credible evaluation plan acknowledges that not all results may be positive and describes how you will use findings to improve the program.
• Evaluation as afterthought. Tacking on a brief evaluation paragraph at the end of your proposal signals that you do not prioritize accountability.

A thoughtful evaluation plan strengthens every other section of your proposal. It demonstrates rigor, accountability, and a genuine commitment to learning from your work. Invest the time to get it right, and your entire proposal will be stronger for it.