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You’ve been awarded a grant—congratulations! What are the next steps to continue building your relationship with the funder and to make sure you’re ready to report?
If possible, call and thank the funder promptly (ideally within 24 hours). Express your appreciation and excitement to get working on the problem they funded. You should also send either a written thank you note or a hand-signed letter.
Some funders only want to hear from you when the report is due, but many appreciate regular updates as you implement the project. If you already send out email updates or paper newsletters, offer them to the funder. Invite partners to attend key events and ask them to celebrate milestones with you. Even if they say no, they will know that you are willing to connect throughout the year.
Being “Report Ready”
You will likely be asked to submit a report at the end of the project timeline. You may also be asked for a mid-year report. Some funders ask for a short letter describing your use of funds and the project's impact. Others may have a report form you are required to complete.
If the funder provides a report form, review it now. In your organization, who has the information you will need to complete the report? Typically, this includes at minimum the person managing your finances and the project manager who will be implementing the work you were funded to do. Go ahead and let your teammates know what information you will be required to provide when the report is due. If you have a marketing department that will help you produce the report, let them know when the deadline is and find out how much time they will need to create a “pretty” version of the report with pictures and a good design.
Make sure all reporting deadlines are on your calendar and work backward to make sure you have enough time to collect the information you’ll need to provide a report by the deadline.
Tracking Key Metrics
Throughout the year, keep track of your organization’s progress related to the goals, outcomes, and outputs you presented in your proposal. You will likely be asked to report on each of these items. This can be a simple document or spreadsheet where you add notes on your progress each month or quarter, and after you meet key goals. Have a folder and add related photos, videos, stories, or quotes as you receive them.
If a program changes significantly during the year, it’s a good idea to communicate why and how it changed before the report is due. Minor adjustments can be explained in the report. Funders understand that you’re making assumptions for your proposal and that the reality is rarely exactly what you predicted it would be. They will want to know how you adapted and moved your mission forward.
You will also likely be asked to report on your use of funds. If you over- or under-spent significantly in any category, provide a brief explanation.
In your report, you should include:
- Key statistics (for example: how many pets were adopted, how many students participated and improved their test scores by what percentage, or how many homeowners you connected to resources)
- A story or two showcasing your program’s effectiveness
- A quote from a program participant or beneficiary
- Photographs and/or a video of a meaningful moment for your program
- Challenges that arose and your organization’s response to those challenges
Remember, the purpose of the report is to show your funder that you’re doing what you said you would—and how their involvement has been meaningful to those you serve. Tell the compelling story of how their gift helped accomplish the work you set out to do.
A good report will inspire your funder—and, hopefully, open the door to future funding.
Kate Andersen has more than 12 years of experience working for nonprofits, including over 5 years as a grant writer. She loves hearing and sharing stories of restoration and growth.
