Concept notes, as its name suggests, is a brief summary that discusses the ideas regarding a project proposal and the objectives that it is aiming to achieve. It is the product of the attempt to briefly discuss, to a client or a prospective sponsor, the highlights of the project being developed. Concept notes are often requested before the presentation of a full-fledged proposal to be able to study the contents of the project and determine whether or not it is in line with the priorities of the company and the brand message they are trying to impress.

If the project doesn’t meet the standards of the team, a presentation of the whole proposal will no longer be necessary since the main points were already discussed through the concept notes, which means that the whole organization has saved a lot of time that would have been wasted in listening to lengthy ramblings about a proposal that won’t even be accepted.

What is Concept Notes?

Concept notes are concise documents outlining the essence of a proposed project. They highlight its objectives, methodologies, expected outcomes, and potential impact, providing an overview to stakeholders or funders for consideration or funding.

What is an Example of Concept Notes?

Title: Empowering Youth Through Digital Skills Training

Introduction: The concept aims to empower underprivileged youth by providing comprehensive digital skills training.

Problem Statement: Identified a lack of access to digital education among disadvantaged youth, hindering their employability in the digital economy.

Objectives:

1. Equip 100 youth with basic to advanced digital skills within a 6-month program.
2. Foster entrepreneurship by offering modules on digital marketing and e-commerce.
3. Facilitate internships or job placements for 80% of trained participants.

Project Description: The program entails interactive workshops, online modules, and mentorship sessions delivered by industry experts. It covers web development, graphic design, and data analytics.

Expected Impact:

1. Enhanced employability of youth in tech-driven industries.
2. Increased digital literacy, fostering innovation and entrepreneurship.
3. Long-term socioeconomic empowerment of participants and their communities.

Implementation Plan: Phase 1: Recruitment and assessment of participants. Phase 2: Delivery of training modules through a blended learning approach. Phase 3: Internship/job placement assistance and post-training support.

Monitoring and Evaluation: Regular assessments, surveys, and feedback mechanisms to track progress and measure the impact on participants’ skills and employability.

Budget and Sustainability: Budget estimated at $50,000, sourced from grants and corporate partnerships. Sustainability ensured through partnerships with tech companies and alumni contributions.

Concept Note Budget Template

Concept Note Template

Product Concept Note Template

Training Concept Note Template

Simple Concept Note Template

Concept Note Sample Format

Concept Note Template

Ecuador Project Concept Notes

Partnership Concept Note

Concept notes can also be used to discuss the main project ideas to would-be donors who have no time, patience, or interest in listening to a proficient deliberation of the topic. Instead, they would only demand for the main points to be condensed. This will be their basis for whether or not they will fund the project.

In some cases, concept notes are meticulously structured, providing in-depth information about the topic. However, they can also be designed to only contain a general overview of the project’s main idea. Irregardless of the amount of data that the concept note holds, it is an important stepping stone toward attracting attention and support for your project.

Concept Paper Template

Draft Concept Note

Once you have piqued the curiosity of your audience with your concentrated concept note, you may then be requested to discuss everything in detail through a presentation of your project proposal. Otherwise, it is suffice to say that your project has been rejected.

Ideally, a concept note is only 2 to 3 pages long, except if your audience has provided specific requirements about it. But, irregardless of how long or short it is, your concept note must be well-written because it is an important document that serves as the first delivery of your project, and the response you garner through it will define the future of your project.

As for the format of your concept note, there are no existing rigid rules about it. However, it is best to get to know the organization or the agency that you are applying for so that you can learn if they have any specifications about this detail.

Concept Note on Vocationalization of Education

Design Concept Note Template

Design Concept Note Template

The Advantages of Writing Concept Notes

Concept notes give you the chance to create a framework for your ideas that you can present on paper. It makes proving a point or arriving at a conclusion easier because you simply have to organize your ideas without the extensive explanation and other complexities that a proposal would necessitate.

Also, since concept notes are only the first presentation of the project and not yet the whole proposal, this gives the team another chance to work on improvements before they present the whole idea to their audience, and their audience will never know since they haven’t seen or read the full presentation yet.

In connection to this, presenting concept notes first will give the donors the chance to assess the proposal and offer suggestions to the team so that they can revise it before presenting the complete proposal. Of course, since concept notes are considerably shorter than proposals, they also take less time and resources to prepare which, after making a full-fledged proposal, is a fresh break for the team.

Concept Note on Food Authority

APEC Project Concept Note

Writing a Concept Note

There are certain elements and parts that a concept note must contain to make sure that you are providing every necessary information through it.

• Title. A big part of the audience’s first impression of your work will solely be dependent on the title, and if that much pressure is reliant on the title, making it will not be easy. Your title should be snappy and aggressive, yet fun and exciting. It should impress upon your audience the right image that you are trying to project about the content of your concept note.
• Background. The background you present in your concept notes must answer to crucial questions: “Why is it important that we address the problem identified in the study?” and “What means have already been conducted to try to solve the problem?” These questions, although simple, can already provide a thorough discussion of the relevance of the project being presented.
• Objectives. Since you have a problem that you are addressing through your concept paper, you must then be aiming at certain goals or outcomes. State these in your concept paper as well. Your objectives can either be short-termed or long-termed. They need to be as specific as possible. Providing numbers and statistics will make your objectives more convincing, so it will help if you have those to include as well.
• Outputs. Oftentimes, projects are proposed to donors because they are aiming for physical and tangible outputs to be constructed for them. It can be in the form of technical facilities or the publication of information materials. Intangible materials may also be mentioned in concept notes, such as raised awareness to a specific problem, and increased responsiveness toward an issue.
• Activities and Duration. You should also discuss the activities and tasks you need to conduct to be able to achieve your project objectives. The amount of time you need to invest in doing them should also be specified since this will give your audience an idea on how long the project has to be implemented before results start showing.
• Beneficiaries. When talking to prospective donors, this aspect of your concept note should be highlighted. You should do your best in discussing what they will get if they fund your project. After all, you and your project are an investment to them. They are not going to give you money for the sake of charity. The benefits are the fruits of the investment that they will reap.
• Project Management. This part will discuss all the necessary steps you need to follow to be able to realize your plan. Your project management plan should be well-structured and realistic so that your audience will be convinced that it is, in fact, realizable. Otherwise, even if you promise benefits and long-term products, you will not get the support and funding you will need if you cannot convince them of your ability to make it all come true.
• Budget. This part should only be included if your audience requests for it. Otherwise, it would be best to keep your estimated amount to yourself. When presenting your budget in your concept paper, you must include into the equation all the necessary resources that you will need to realize the project. This will include the staff you will have to pay, the equipment, the materials, the facilities, the vehicles, and other things you might need.

Concept Note Project Synopsis

Concept Note for Training Workshops

Activity Concept Note Example

Tips in Creating Your Own Concept Note

• Your goal is to be able to express every important detail about your project in as few words as you can. Remember, you are trying to condense an entire project proposal into just 2 to 3 pages. Do not overwhelm your audience with too much blabbering they don’t need to hear, but avoid sounding vague either. To be sure, create bullet points of the necessary details about your project and expound on them through your concept note.
• It is important that you consider your audience before and while you are making your concept note. Your audience is who you are trying to please, so you should try to make your content as relevant to their likes and current needs. It would help if you get to know your audience before presenting to them. Chances are, your audiences have different preferences. If you must, adjust your concept notes depending on who you will present it to.
• It is also important for you to consider your language, of course, depending on who you are talking to. If your audience is made up of scientists, use scientific terms and jargon to more effectively establish rapport with them. Your language is your greatest tool to convince these people that your project is worth investing on. Use it well.
• Refrain from discussing monetary issues on your concept notes. Although everybody knows that your goal is to raise funds for your project, you don’t necessarily have to include it in the discussion. Also, money is not going to help you convince your audience to support you.
• Take care of the appearance of your paper. Needless to say, it should be presentable, clean, and professional. Since you are not being given the chance to personally talk (unless your concept note earns the approval of your audience), your concept note will represent you. How it looks will mirror you and your team’s names and personalities. Also, since it is a business document, make it look like one. Observe proper margins, and use the right font and spacing. Check for errors and don’t forget to include your name and contact information on the header. Be keen to details.
• Don’t send concept notes just because you feel like doing so. There is a very slim chance for a randomly submitted concept note to be accepted. Make sure you have targeted organizations because your chances with them are bigger. However, if you don’t, establish connections through the people you already know. Look for people who are willing to listen to what you have to say.

Project Concept Note Template

Creating a project proposal is already a task in itself. Having to present it to an audience and gain their approval and support is an even bigger burden. Since you may not be given enough time or even the chance to present to a crowd the contents of your project, summarizing it all in the form of a concept note may help you in this undertaking. Consider the suggestions provided above to help you make the most out of the little time given to you.

A Quick Guide on How to Write Powerful Concept Notes

1. Clear Objective:

• Define the project’s purpose, goals, and expected outcomes succinctly. Clearly state what the concept aims to achieve.

2. Concise Description:

• Provide a brief overview of the project, its relevance, and how it addresses a specific need or problem.

3. Target Audience:

• Identify the target beneficiaries or audience for the project, highlighting their needs and how the project will benefit them.

4. Unique Approach:

• Describe the project’s innovative or unique aspects, strategies, or methodologies that set it apart.

5. Feasibility and Sustainability:

• Outline the feasibility of the project, including the resources required, timeline, and sustainability plan beyond the initial implementation phase.

6. Impact Assessment:

• Explain how the project’s success will be measured, detailing the indicators and methods for assessing its impact.

7. Clarity and Formatting:

• Ensure clarity, coherence, and proper formatting. Use concise sentences, bullet points, and sections to organize information logically.

8. Compelling Conclusion:

• Summarize key points, emphasizing the significance of the project and its potential impact.

What are the contents of the Concept Note?

1. Title and Introduction:
   • Clear project title and a brief introduction outlining the project’s purpose and context.
2. Project Summary:
   • Concise overview highlighting the project’s objectives, target beneficiaries, and anticipated outcomes.
3. Problem Statement or Need Assessment:
   • Description of the problem or need the project aims to address, including relevant statistics or data.
4. Project Description:
   • Detailed explanation of the project, its activities, methodologies, and innovative aspects.
5. Target Audience or Beneficiaries:
   • Identification and description of the beneficiaries or target audience and how they will benefit from the project.
6. Expected Results and Impact:
   • Clear articulation of the expected results, outcomes, and the project’s potential impact on the target group or community.
7. Implementation Plan:
   • Outline of the project’s implementation strategy, including timelines, resources required, and key milestones.
8. Monitoring and Evaluation:
   • Description of the methods, indicators, and tools to monitor progress and evaluate the project’s success.
9. Sustainability and Exit Strategy:
   • Plans detailing how the project will be sustained beyond the initial implementation phase and its potential for long-term impact.
10. Budget and Financial Information:
    • Overview of the budget, funding sources, and financial sustainability of the project.

How to Write a Concept Note for a Project

1. Understand the Project:
   • Clearly define the project’s purpose, goals, and intended outcomes.
2. Identify the Problem or Need:
   • Describe the specific problem or need the project aims to address, supported by relevant data or evidence.
3. Define Objectives:
   • Outline the project’s objectives, stating what it intends to achieve and how it aligns with addressing the identified problem.
4. Target Audience/Beneficiaries:
   • Identify the beneficiaries or target audience and explain how they will benefit from the project.
5. Project Description:
   • Provide a detailed description of the project, including methodologies, innovative approaches, activities, and strategies to achieve the objectives.
6. Expected Results and Impact:
   • Clearly articulate the anticipated results and the expected impact the project will have on the target group or community.
7. Implementation Plan:
   • Outline the plan for implementing the project, including timelines, key activities, resources required, and key milestones.
8. Monitoring and Evaluation:
   • Describe how the project’s progress and success will be monitored and evaluated using specific indicators and tools.
9. Sustainability and Exit Strategy:
   • Detail plans for ensuring the project’s sustainability beyond the initial phase and how the project will exit or transition.
10. Budget and Financial Information:
    • Provide an overview of the budget, funding sources, and financial sustainability of the project.

FAQ’s

Why is a Concept Note Important?

A concept note is crucial as it succinctly presents a project’s essence, objectives, and potential impact, guiding stakeholders’ decisions and securing support or funding.

Is the Concept Note useful for the applying NGO as well?

Absolutely, a concept note aids NGOs by clarifying project goals, ensuring alignment with their mission, and facilitating better planning and resource allocation for impactful initiatives.

Is there a specific format for writing the Concept Note?

While flexible, concept notes typically follow a structured format with sections like problem statement, objectives, methods, outcomes, budget, and sustainability, ensuring clarity and coherence in presentation.