7 Tips for Writing an Exceptional Grant Report
Ellen Stone
The end of the year is rapidly approaching. For most nonprofit staff with development responsibilities, that means two things – year end giving appeals and year end grant reports.
Some funders are very precise with their reporting requirements. They provide you with a list of questions or forms to complete. Others are more ambiguous, merely requiring that you submit a report on the outcome of the grant at the end of the grant period. What do you include in these general grant reports?
There are seven things that every grant report should include:
- Start the grant report off on the right note by addressing it to the person listed on the award letter. The award letter may provide direction for who you should submit the grant report to. If it does not, submit the grant report to the person who signed the grant letter. This may be an officer/trustee of the foundation. It may also be a staff member at the foundation who is responsible for administering your grant.
- Say “thank you.” Your report should start and end with a clear, simple statement of thanks to the funder.
- Refer back to the Goals and Outcome Measures in your original proposal, and provide data about the outcomes. Did you achieve all of the goals you set for your program or organization? If you fell short of a goal, is there a reason you didn’t meet the goal? Are you making progress toward the goal and will achieve the desired outcome in the near future? Share your data with the funder. Celebrate your successes and progress, and be honest about areas where you have room for growth. Funders recognize that goals and outcome measures are forecasts that will not always be achieved. If an organization does not meet its goal(s), funders want to know about lessons learned along the way that will improve the outcomes in the future.
- Provide budget details. If you received a grant for a specific program, your grant report should include details about how the funds were utilized. This could include copies of receipts for items purchased (if there are only a few, an itemized spreadsheet detailing grant expenditures, and/or an income/expense statement for the program showing the program budget at the end of the year compared with the anticipated budget submitted to the funder. If grant funds were for general operating expenses, a final income/expense statement for the program or organization with budget categories that align with the categories in the budget submitted in the original grant application should be submitted with the grant report.
- Client testimonials or impact stories. You told the funder about the impact of their grant dollars using data, but you also need to humanize the impact. Quotes from clients or brief stories about how the funded program or purchased equipment made a direct impact in someone’s life help explain the impact of the funds in a more meaningful way. Be sure the testimonial is different than what was in your original grant application. Ideally, you want to include a success story that is new and specifically focuses on the funder’s donation
- Pictures and videos are worth more than a thousand words! Intersperse pictures of program participants with captions explaining the use of grant funds, if necessary, throughout your grant report. Utilize current technology by adding a link to a video tour of your program site, the new playground grant funds built, or the community event that the grant funded. Allowing funders to see their grant in action is a very effective reporting tool. A video does not need to be professionally produced. A video you shoot on your smartphone or a slideshow of photos may be just as impactful if the images are clear.
- Follow directions. The funder may not have given you a detailed list of questions, but they did ask for a final report. Did they give you a deadline? Did they ask for it to be submitted by email or by postal mail? If there are any directions related to the final report in the award letter, follow them precisely. If you are uncertain about when or how to submit the final report, contact the foundation and ask.
Whether you are submitting a final report through a detailed list of funder questions or a general submission at the end of the grant year, be honest. If your program was an overwhelming success and exceeded every goal and metric, celebrate that in the grant report. If your organization experienced unanticipated challenges during the grant year that limited your capacity to fully launch an initiative, tell the funder about it. Funders want to celebrate with you. They also understand that nonprofits experience challenges that curtail projects or limit growth. If you report accurate information to funders, you will foster healthy relationships and are more likely to receive additional funding in the future.
Every child has a hero, someone who inspired vision in them, someone they aspired to be like. For me, as a little girl, I had two heroes- Benjamin Franklin and Dr. Seuss. Although from different times and disciplines, they both taught me invaluable lessons I still use today. Despite their different fields of expertise - Franklin in politics, science, and invention, and Dr. Seuss in children's literature - they both left a lasting legacy that continues to shape and inspire generations. Both were unique influential philosophers who found purpose and fulfillment through connections to others. From the wisdom of “Poor Richards Almanac” to the lyrical ingenuity of “Oh The Places You Will Go,” both Franklin and Seuss were storytellers with a voice for change. Their words made me think and encouraged me to dream. At eight years old, I knew I also wanted to write and tell stories that would encourage people and change the world. It's fascinating how childhood aspirations can pave the way for unexpected yet fulfilling careers. Little did I know that this passion would one day lead me to a successful career in grant writing. Inspired by the works of two literary giants, I found myself drawn to a path of advocacy and change. So, after a successful 25-year career in non-profit Executive leadership, I was given the opportunity to join the Pathways to Growth Team as a grant writer. Pathways has been a leader in the non-profit consulting arena for many years so to be able to work with the best of the best has been a privilege! To me, grant writing is a harmonious blend of science and art, where data-driven methodology meets creative expression to produce persuasive and impactful proposals. Sounds impressive, right? So, what did I learn about grant writing from these two? For that, I will start with good ole Ben.
Securing a grant represents a monumental achievement for any entity or individual striving to confront societal challenges or propel constructive transformations forward. It signifies a crucial step toward making a tangible impact and fostering positive change within communities. While obtaining a grant marks a substantial milestone, the true impact transcends mere acquisition; it hinges on the adept execution of the proposed program or project. Effectively implementing the envisioned initiatives is where the transformative potential of the grant truly manifests. Maximizing the impact of a grant necessitates a meticulous approach, characterized by thorough planning, strategic execution, and continuous evaluation. This comprehensive process ensures that resources are allocated judiciously and utilized optimally, ultimately leading to the attainment of desired outcomes. Below are eight fundamental strategies essential for the effective implementation of programs, designed to unlock the full potential and maximize the impact of grants. These strategies serve as guiding principles, shaping the trajectory of grant-funded initiatives toward meaningful and sustainable outcomes.
It is a very competitive grant world out there, so be sure you understand the vital link between board giving and grant success.
As the leader of your nonprofit, your leadership abilities are crucial for the welfare of your staff, volunteers, and the community you serve.
To quote my Aunt Babe (age 93), “It’s a poor dog that won’t wag its own tail.” This gives you permission to share positive observations about yourself.
his article is a continuation of a blog we posted two weeks ago on efficient productivity in grant seeking. Here is a recap of the first five steps: 1) Manage your Energy, Not Your Time, 2) Be Your Own Coach or Find A Trusted Coach, 3) Read About Productivity, 4) Set Goals. Let’s continue with #5…
Some of us are wired to organize and seek out efficient productivity. Some of us are not, but no judgment here! The good news is that regardless of how easy it is for you to stay organized and have efficient productivity on a daily basis, there are some tried and true steps that will help you stay on track and meet your grant goals.
I did not expect to receive lessons in grant seeking while on holiday break this year with my husband.
Writing the narrative takes the bulk of the time you spend preparing a grant proposal, just like mixing the cookie ingredients. However, grant budgets are just as important; they are like recipes when you are baking.
Why keep #grant-seeking as a priority during COVID-19 when there are so many urgent needs? Take a breath, take a minute, and remember – your mission depends on it.
