Grant Reporting
Wonderful news—your grant application has been successful! After first taking a moment to celebrate and then putting the funds to work, it's equally important to plan for reporting to the funder.
Grant reporting is a crucial part of the grant "cycle" and provides an accurate summary—using both qualitative and quantitative data—of the progress made toward achieving the objectives in your funding agreement. Reporting is critically important for several reasons:
It demonstrates accountability and transparency to funders, stakeholders, and the public.
It offers a summary of how funds were utilized and highlights the funded activities. Failure to comply with reporting requirements can lead to the loss or return of funding and may harm the organization's reputation.
It helps build and maintain strong relationships with funders by showcasing the organization's responsibility and commitment to the grant's goals, which, with some funders, can increase the likelihood of future funding.
It encourages the organization to assess whether it is meeting the intended project or program objectives, evaluate its progress, effectiveness, and impact, and identify areas for improvement.
Reporting on the financial results of the fund demonstrates the value of the funder's investment and provides vital feedback on the budget (were all related project or program expenses accurately planned for?).
Think of the report as the comprehensive, mutually beneficial impact story that illustrates the social good that has resulted from both the funder's investment and your hard work.
Some funders may clearly outline their reporting expectations (content, timelines, frequency, and submission method). Carefully read the funding agreement to know what is expected. Where reporting requirements are not provided, a good funding report should include:
A brief Executive Summary
A high-level description of the project
Project progress and activities
Outcomes, results, and impact analysis
Lessons learned
A financial report
Success stories or testimonials
Funder acknowledgments (press releases, news stories, etc.)
The report does not need to be lengthy, but it should clearly show the project impact—ideally with “newsworthy” stories, photos or videos to go along with the data— and include a financial report. Charts and graphs can be effective! And always ensure that your reports are submitted on time: contact the funder directly well before the deadline if you foresee an issue.
A final word: it’s always a good idea to provide a report even if the funder does not specifically require one. Acknowledging their contribution can go a long way in building a relationship that could be beneficial in the future.