Sample CSR Proposal: Step-by-Step Guide
Sample CSR Proposal: Step-by-Step Guide with Format, Example & Writing Tips (2025)
Looking for a sample CSR proposal for your NGO? This detailed guide explains how to write a CSR proposal with examples, templates, and key components to help NGOs secure CSR funding in India.
Introduction: Why a Strong CSR Proposal Matters
In today’s world of corporate social responsibility (CSR), having a well-written CSR proposal is the first and most crucial step for any NGO seeking corporate funding. A CSR proposal acts as a bridge between non-profit organizations (NGOs) and corporate donors. It showcases your NGO’s purpose, the project’s impact, and how it aligns with the company’s CSR objectives under the Companies Act, 2013.
Every year, Indian companies with a net worth of ₹500 crore or more, or a turnover of ₹1,000 crore or more, are mandated to spend 2% of their average net profits on CSR activities. However, thousands of NGOs compete for the same CSR opportunities.
That’s where a professional, compelling CSR proposal can make all the difference.
This blog gives you a step-by-step approach, a sample CSR proposal, and writing tips to help your NGO stand out to corporate CSR teams.
What is a CSR Proposal?
A CSR proposal is a formal project document submitted by an NGO or implementing agency to a company or CSR foundation. It details how the proposed project will utilize the company’s CSR funds to achieve social, environmental, or community development outcomes.
A good CSR proposal answers the following key questions:
- What problem does your project aim to solve?
- How will the project bring measurable impact?
- How will the CSR funds be utilized?
- How does the project align with the company’s CSR policy?
- How will success be tracked and reported?
Objectives of a CSR Proposal
The main objectives of preparing a CSR proposal are:
- To present a structured plan for using CSR funds effectively.
- To build trust with the corporate donor by demonstrating accountability.
- To highlight the social impact your NGO aims to achieve.
- To align your NGO’s work with the donor’s CSR goals.
- To secure funding approval for project execution.
A CSR proposal isn’t just paperwork — it’s a strategic communication tool that showcases your NGO’s credibility, capacity, and commitment.
Structure of a Professional CSR Proposal
Here’s a standard format that NGOs can use while preparing their CSR funding proposals for submission to corporate donors.
1. Cover Letter
The cover letter introduces your NGO, summarizes the project, and expresses gratitude for the opportunity to apply for CSR funding.
Example:
Subject: Proposal for CSR Partnership in “Clean Water for All” Project
Dear [CSR Head/CSR Manager],
We are pleased to submit our proposal for partnership under your CSR initiative in the area of water conservation and rural development. Our project, “Clean Water for All”, aims to provide sustainable access to safe drinking water in 10 villages of [district/state].
We believe this aligns with your company’s CSR focus on sustainable community development under Schedule VII of the Companies Act.
We look forward to a meaningful collaboration that brings lasting social impact.
Sincerely,
[Name]
[Designation]
[Organization Name]
[Contact Information]
2. Executive Summary
This section summarizes your project in one or two pages. It should clearly outline:
- The project name
- Target area and beneficiaries
- Goals and objectives
- CSR funding required
- Implementation period
- Expected impact
Example:
The “Clean Water for All” project aims to provide safe and sustainable drinking water access to 5,000 people across 10 villages in [District], [State]. Through the installation of solar-powered water purification units, the project will ensure health, hygiene, and sustainability.
Total CSR Funding Requested: ₹45,00,000
Implementation Duration: 12 months
Project Beneficiaries: 1,000 households
Expected Outcome: Reduction in water-borne diseases by 60% within one year.
3. Organization Profile
This is your NGO’s introduction — highlight your mission, vision, registration details, experience, and past achievements.
Key elements:
- Name of NGO: [Organization Name]
- Year of Registration: [Year]
- Legal Status: Registered under [Societies Act/Trust Act/Section 8 Company]
- CSR Registration Number: [from MCA portal]
- Focus Areas: Education, Health, Livelihood, Environment, Women Empowerment
- Past CSR Partnerships: Mention notable companies or successful projects
4. Problem Statement
Describe the social issue your project aims to address. Use data, surveys, and local context to make your case convincing.
Example:
In [District], over 40% of rural households rely on contaminated groundwater sources. This leads to frequent water-borne diseases, especially among children. Lack of awareness and poor sanitation infrastructure further worsen the situation.
There is a pressing need for a community-based, sustainable solution to ensure access to clean drinking water.
5. Project Goals and Objectives
Clearly state what you want to achieve.
Example:
Goal:
To provide sustainable access to clean drinking water for rural communities in [District].
Objectives:
- Install 10 solar-powered water purification systems in 10 villages.
- Train 100 community members on water hygiene and maintenance.
- Reduce water-borne disease incidence by at least 60% within 12 months.
6. Project Implementation Plan
Explain how your project will be executed step by step. Mention timelines, responsible teams, and key milestones.
| Phase | Activity | Timeline | Responsible Unit |
|---|---|---|---|
| Phase 1 | Baseline Survey & Site Selection | Month 1 | Field Team |
| Phase 2 | Procurement & Installation of Units | Month 2–5 | Technical Partner |
| Phase 3 | Community Awareness Campaign | Month 3–10 | Field Trainers |
| Phase 4 | Monitoring & Reporting | Month 6–12 | Project Manager |
7. Project Budget (Indicative)
Provide a detailed financial breakdown showing how CSR funds will be utilized.
| Budget Head | Amount (INR) |
|---|---|
| Equipment Purchase | ₹20,00,000 |
| Installation & Labor | ₹10,00,000 |
| Community Training | ₹5,00,000 |
| Monitoring & Evaluation | ₹3,00,000 |
| Administration & Overheads | ₹2,00,000 |
| Total | ₹40,00,000 |
Include a short justification note for each major cost.
8. Monitoring, Evaluation & Reporting
Corporate donors require clear impact tracking mechanisms. Mention measurable indicators and your reporting plan.
Example:
- Monthly reports: Progress updates with photos, attendance, and financial utilization.
- Quarterly reports: KPI-based updates (e.g., number of beneficiaries reached, units installed).
- Impact evaluation: Conducted after project completion with community feedback and data comparison.
Indicators may include:
- No. of beneficiaries reached
- Reduction in disease cases
- Improved water access hours
- Participation in awareness programs
9. Sustainability Plan
Companies prefer projects that continue beyond their funding period. Describe how your NGO will ensure long-term sustainability.
Example:
- Community Ownership Model — Each village committee will maintain water units.
- Local contribution for minor repairs.
- Partnership with Panchayats for operational oversight.
- Annual maintenance support through user groups.
10. Expected Impact
Clearly mention quantifiable and qualitative results of your project.
Example:
- 5,000 rural residents gain access to clean water.
- 60% reduction in water-borne diseases.
- 30 women trained in water system maintenance.
- Stronger local capacity for self-sustaining clean water systems.
11. Annexures
Attach relevant documents that enhance credibility:
- NGO registration certificates
- CSR Registration Number (Form CSR-1)
- PAN, 12A, 80G, FCRA (if applicable)
- Audited financial statements (last 3 years)
- Project maps or photos
- Past project completion reports
Detailed Sample CSR Proposal (Example Project)
Here’s a full Sample CSR Proposal combining the elements discussed above — ideal for submission to corporate CSR departments.
Project Title:
“Clean Water for All: Ensuring Safe Drinking Water for Rural India”
Submitted by:
[Your NGO Name]
Registered under [Act], CSR-1 Registration No: [XXXXXX]
Project Duration:
12 months
Funding Requested:
₹40,00,000
Project Location:
10 Villages in [District], [State], India
1. Executive Summary
This project seeks CSR partnership to provide safe and sustainable drinking water to underserved communities in rural [District]. Through the installation of 10 solar-powered purification systems, the project will benefit 1,000 households and reduce the prevalence of water-borne diseases by 60% within a year.
The initiative aligns with Schedule VII of the Companies Act under “Ensuring environmental sustainability, safe drinking water and sanitation.”
2. Organizational Profile
[Your NGO Name] is a not-for-profit organization established in [Year], working across rural India to promote health, water, and sanitation initiatives. We are registered under the Societies Registration Act and possess valid 12A and 80G certifications.
In the last 5 years, we have successfully implemented CSR-funded projects with companies such as [Company A] and [Company B], impacting over 50,000 rural residents.
3. Problem Statement
The target region faces acute water contamination due to high fluoride and bacterial levels. Local sources are unsafe, leading to widespread water-borne diseases such as diarrhea, typhoid, and cholera. There is an urgent need for clean water solutions supported by awareness campaigns.
4. Objectives
- Provide access to purified drinking water to 5,000 residents.
- Reduce health issues caused by contaminated water.
- Train local community volunteers in maintaining purification systems.
5. Implementation Plan
- Baseline Assessment: Survey communities and finalize sites.
- Procurement: Purchase and transport of solar-powered purification units.
- Installation: Setup and testing in all 10 villages.
- Training: Conduct capacity-building sessions.
- Awareness Campaigns: Promote hygiene and safe water practices.
- Monitoring: Track usage, maintenance, and impact data monthly.
6. Budget Summary
| Component | Amount (INR) |
|---|---|
| Equipment & Installation | 30,00,000 |
| Training & Awareness | 5,00,000 |
| Monitoring & Reporting | 3,00,000 |
| Administration | 2,00,000 |
| Total | ₹40,00,000 |
7. Monitoring & Evaluation
The NGO will submit:
- Monthly progress reports with photos and data.
- Quarterly utilization certificates.
- Final impact report validated by a third-party evaluator.
8. Sustainability
Community management groups will be formed in each village. These groups will be trained to maintain and operate the water systems, ensuring long-term functionality beyond the CSR project timeline.
9. Expected Outcomes
- 5,000 people get clean drinking water.
- Reduced disease burden and improved health.
- Community empowerment through participation.
Tips to Write a Winning CSR Proposal
Writing a CSR proposal isn’t just about filling in details — it’s about presenting a vision that excites corporate partners.
Here are expert tips for success:
1. Research the Company’s CSR Focus
Before applying, understand the company’s CSR policy, priority areas, and geographic focus. Align your proposal accordingly.
2. Use Data-Driven Facts
Include baseline data, surveys, and credible references to show urgency and impact potential.
3. Keep It Professional and Concise
Avoid jargon. Use simple language, bullet points, and visuals like charts and tables.
4. Emphasize Measurable Outcomes
Corporates prefer quantifiable impacts — number of beneficiaries, improved literacy rates, reduced disease percentage, etc.
5. Attach Legal Documents
Always attach your NGO’s CSR-1, 12A, 80G, and audited financials. It adds trust and transparency.
6. Include Branding Opportunities
Mention how the company’s CSR branding (logo, plaques, media coverage) will be integrated — this enhances appeal.
7. Offer Scalability
Companies prefer projects that can be scaled in future phases.
Common Mistakes NGOs Make in CSR Proposals
- Copy-paste templates without customization.
- Missing alignment with the donor company’s CSR goals.
- No clear impact metrics or budget transparency.
- Incomplete documentation (CSR-1, 80G, audited accounts).
- Poor writing and formatting — typos, unclear objectives.
Avoid these mistakes by preparing your proposal carefully and reviewing before submission.
Top CSR Sectors NGOs Can Target (As per Schedule VII)
- Education and skill development
- Health care and sanitation
- Environment and sustainability
- Women empowerment and rural livelihoods
- Child welfare and nutrition
- Swachh Bharat and clean water initiatives
- Renewable energy and climate action
CSR Proposal Template (Quick Checklist)
| Section | Description |
|---|---|
| Cover Letter | Address to CSR Head with project summary |
| Executive Summary | Project snapshot with cost and duration |
| NGO Profile | Background, experience, registration |
| Problem Statement | Data-driven issue description |
| Objectives | Clear, measurable goals |
| Implementation Plan | Step-by-step timeline |
| Budget | Detailed cost table |
| Monitoring | Reporting and evaluation mechanism |
| Sustainability | Long-term continuation strategy |
| Annexures | All legal and financial documents |
CSR Proposal Writing Services
If your NGO lacks in-house proposal writing expertise, professional CSR consultancy services can help prepare polished proposals that meet corporate and statutory CSR standards.
A CSR consultant can assist with:
- Proposal drafting and budgeting
- CSR project concept note creation
- Company mapping and outreach
- Documentation (CSR-1, audit, M&E frameworks)
- Impact reporting templates
Such expertise enhances your chances of getting shortlisted for CSR grants.
Conclusion: Secure Your Next CSR Partnership with a Strong Proposal
In today’s competitive CSR landscape, a well-drafted CSR proposal is not just a funding request — it’s your NGO’s story, impact vision, and partnership opportunity all in one.
A clear, transparent, and data-backed proposal helps corporates see your credibility and potential to deliver measurable social outcomes.
Whether you’re working in education, health, livelihood, or environment, the secret to winning CSR grants lies in alignment, impact, and professionalism.
📢 Call to Action
If your NGO is planning to apply for CSR funding and needs a professional CSR proposal drafted or reviewed, our CSR Consultancy Team can help you create a proposal that impresses corporate donors and complies with CSR Act guidelines.
📩 Contact us today for expert CSR proposal writing and end-to-end CSR project support!
Let’s build partnerships that make a real difference.