How to write Terms of Reference

• pre-feasibility studies;
• feasibility and design studies;
• appraisal/quality support missions;
• monitoring and review missions/contracts;
• evaluation studies;
• other technical advisory/support work required at any stage of the project cycle;
• audits.

In general, ToR should provide a clear description of the rational, expected methodology, workplan, and reporting requirements of the study envisaged. In case of an evaluation, the general objective to communicate through the ToR is that of assessing the appropriateness of the organisation’s intervention and establish whether it has achieved the set objectives (in terms of qualitative and quantitative results), and of producing recommendations for improving the effectiveness of future interventions or exit strategies. The scope is that of having an independent, structured evaluation of the results – relevance, impact, effectiveness, efficiency and sustainability – of the project/programme and of the way and degree these results have been achieved (lessons learned).

The ToR allow those commissioning the evaluation to express their needs while providing the evaluator with a clear idea of what is expected from her/him. Providing clear and precise ToR is also an essential element needed to facilitate the relationship between the external evaluator and the implementing organisation, and to plan effectively the work that must be carried out. The evaluation should in fact contain conclusions and recommendations at both strategy and operational levels.

While the exact content of the ToR should be adapted to the scope of the project and the assignment in question, the following generic format, suggested by the EC, can be used as reference:

1. INTRODUCTION [background to the assignment]:
   • Information on the organisation: [a brief description]
   • Context of the intervention
   • Local/national situation: [a brief description]
   • Organisation's response: [a brief history of the project to date]
2. PURPOSES OF THE EVALUATION (statement of what the assignment is expected to achieve and who the target audience is). The generic objective of an evaluation is to provide decision-makers in the EC and Government of the country of intervention with sufficient information to make an informed judgement about the past performance of the project (its efficiency, effectiveness and impact), to document lessons learned and to provide practical recommendations for follow-up questions. This will require:
   • an analysis of the strategy and methodology used in the elaboration of the project;
   • an assessment of the relevance, efficiency, effectiveness, impact and sustainability of the intervention.
3. WORKPLAN. This section of the ToR should include a description of the methodology and relative information:
   • main phases of the study (in general Briefing, Field Study, Debriefing and submission of reports);
   • involvement of stakeholders and participation promoted;
   • location and duration of study activities;
   • the data/information collection tools and methods of analysis.
4. REQUIRED SKILLS FOR THE CONSULTANTS. The EC suggest two approaches:
   • skills or attributes based approach: skills or other relevant qualities of the whole team are specified, but not the exact number of of team members or specific composition of the team;
   • duties approach: individual team members are identified by title and specific duties indicated for each of them.

In any case solid experience in the relevant fields of work to the evaluation and in the geographic area where the evaluation takes place is required. Knowledge of the country language is obligatory.



Sources and useful links:

• PCM Guidelines (EC, 2004)