How to Write a Project Report for a Nonprofit
- 1). Read the guidelines from the project funder. When you're awarded the grant, the funder will also inform you what type of report you will need to make, and how frequently. Some funders want annual reports, while some prefer more frequent reports. Some project reports will have rigid guidelines or questions, while others may be open-ended.
- 2). Prepare a financial statement that shows what you spent funds on. While you can estimate some expenses, you should be able to use receipts, checking account statements and other firm data in preparing your financial statement.
- 3). Compare the budget in your grant proposal with the financial statement you created. What did you expect to spend money on? What expenses came as surprises? Have you allocated the money efficiently? If not, what would you do differently?
- 4). Review program data. Funders typically want to know what kind of population is being served. The more you can tell the funder about the gender, race, age, education level and other demographics of those served by your project, the greater your likelihood of receiving future funds. Grantors like to know that their money is helping people.
- 5). Outline project successes and failures. Did you accurately assess community needs? What troubles did your project face in implementation? What are some key success stories? Has the project's focus shifted? What would you change in the future? It's important to assess the program honestly. You may encounter unexpected triumphs or struggles; the funder should be apprised of these in your project report.
- 6). Draft a project report that answers the questions your funder is asking. Use information in the financial statement and proposal budget in addition to the answers you've generated in outlining the project's triumphs and struggles.
- 7). Ask someone else in your nonprofit company to read your draft report and offer feedback. Evaluate the comments you receive.
- 8). Revise your project report. Check for spelling and grammar mistakes. Provide any additional documentation the funder asks for, such as photographs, videos, graphs or spreadsheets.
