UCLA basketball coach John Wooden once said: Failure to prepare is preparing to fail.
Failing to prepare and present your proposal materials correctly may also cause you to fail in securing the funding you want.
Think about how you would present yourself when going for a job interview. You should consider many of the same things when mailing off your proposal to seek funding support. Your proposal materials may be the first and only impression someone will have of you as a photographer, and as a businessperson.
Ask yourself these questions: What kind of impression am I making with my material? Is it the correct one? Will the person who receives my proposal know I am organized, work in a professional manner, follow directions, and pay attention to details?
Here are some tips to help you make the right impression.
Organization And Presentation
Start with the envelope or package. It should be new and easy to reuse for return mailing of your materials.
Make the package simple to open. Use enough tape to ensure that it will remain closed, but don’t get carried away!
The address should be typed or printed so that it is easy to read.
Give your package its own identity by attaching to the outside a high-quality color copy of a photograph with your proposal title. This will help your package stand out.
Remember, this is the first impression someone will have of you. Take the time to create an attractive package. Believe it or not, some people will even notice if the stamps are straight!
Proposal Letter
Your letter should be neatly typed, and written with correct gram-mar and spelling. Ask a friend to read through it to make sure it is clear.
Be focused and to the point. Provide all of the requested information in a concise manner.
Before you write the letter, research and plan your project. Make sure your ideas are practical, obtainable, and realistic.
When estimating costs for your project, be realistic and honest. For example, don’t budget $10,000 for film and only $100 for annual living expenses. This will red-flag your proposal.
Do not be misleading! You should be able to back up what you say.
Resume
Again, this should be neatly typed, and written with correct gram-mar and spelling.
Limit yourself to one or two pages. Cover the highlights of your career, not everything you have done in your life.
Design your résumé in chronological order. This makes it easy for the recipient to locate information.
Visual Materials
Do not send original slides or prints. Do send professional high-quality copy slides. Remember, your skill as a photographer will be judged by the quality of your copy slides.
If you cannot produce high-quality copy slides, hire someone who knows how to do it.
Label your slides clearly, with your name, phone number, and required information on each slide.
Present only the number of slides requested.
Other Materials
Put your name on everything you send.
Send only the requested information. Sending information that is not requested will only get in the way of the required materials and may slow down the process.
Visual Continuity
Give your entire proposal a cohesive and professional look. Use a computer and a word-processing program to create your proposal materials.
Use the same typeface throughout your proposal materials, one that is easy to read.
If possible, print all of your materials on the same paper stock. Remember, when you mail off your proposal materials, the first impression someone will have of you is the look of your presentation. You want it to say you are professional, trustworthy, creative, and talented.
On the other hand, don’t send a slick presentation with fancy logos and cool graphic design that is devoid of any substance. It may be considered nothing but window dressing.
Personal Example
When I interviewed for my last teaching position, one of the first things the department chair said was “We’re very impressed with your teaching credentials and the presentation of your materials.” I got that teaching position!
David D. Johnson
This series features selected articles from Shooting From The Heart: Photography That Makes A Difference, our highly regarded handbook for photographers developing documentary projects. If you can’t wait for the full series to be published, feel free to download a free PDF version of Shooting From The Heart and have a copy to keep as your own!