Over the years, I have helped numerous nonprofits craft reports that meet funders’ requirements, build trust, and pave the way for continued support. Having also worked as a foundation program officer, I understand that preparing an interim update or an annual report is not just about completing paperwork—it’s your chance to convey the story of your mission in action.
Here are ten proven tips I share with clients to help them write clear, honest, and compelling reports that resonate with funders:
1. Lead With the Story—Support It With Data: Start with a brief narrative that explains your progress, key milestones, and any changes since the grant began. Then, back up your story with data. Use visuals—charts, tables, and graphics—to illustrate your reach and results. The most powerful reports strike a balance between emotion and evidence.
2. Own the Challenges: Be transparent. When something doesn’t go as planned, explain what happened, what you learned, and how you adapted. Funders value honesty, and acknowledging setbacks shows leadership and resilience.
3. Link Back to the Original Goals: Revisit the goals outlined in your proposal. For each one, show what you accomplished, how you measured success, and why you made any changes to your approach. This helps funders track your alignment and understand your thinking.
4. Showcase Strategic Partnerships: Highlight the organizations, coalitions, and collaborators that help drive your mission. Funders want to invest in ecosystems, not just individual efforts. Use your report to demonstrate how you work across sectors to solve big problems.
5. Lift Up Real Voices: Incorporate quotes from participants, feedback from partners, or stories from staff. These personal reflections humanize your work and illustrate your impact in ways numbers alone can’t. Include visuals—photos, artwork, or video links (with consent)—to bring your report to life.
6. Present Financials Clearly: Offer a concise, easy-to-read financial summary. Show how you spent the funds, note any changes from the original budget, and explain any variances. One page is usually enough if it’s clear and organized.
7. Look to the Future: Describe what’s next. Share your priorities for the coming months and flag any emerging needs or opportunities. Invite funders to stay engaged by letting them know how they can support your continued success.
8. Follow the Template—But Add Your Voice: Stick to the funder’s requested format, but don’t be afraid to make the report your own. Add a brief cover note, timeline, or appendix to personalize your update and highlight what makes your work stand out.
9. Bring in the Right Team Members: Build your report with input from program staff, finance leads, and, when appropriate, community members. Their insights enrich your report and give funders a more complete picture of your work and impact.
10. Use the Report to Build Relationships: Treat your report as the beginning of a conversation—not the end of a transaction. Follow up with a thank-you note, an update call, or a meeting request to discuss the report’s contents and your vision for the Future. Funders want to see you succeed—bring them along for the journey.
Final Thoughts: A strong grant report reflects strong leadership. It communicates your values, your strategy, and your progress. More than a compliance document, it’s a strategic communication tool that can deepen engagement, attract new support, and strengthen your case for long-term investment.
Need support preparing your next report or developing a reporting strategy for your team? I’m here to help. Let’s make sure your work speaks for itself—and gets noticed.
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