Funder Report Template

Report Preparation Checklist

Before writing:

• Identify the correct report format: does the funder provide a template or form? If yes, use it - this template provides structure for reports without a specified format.
• Pull program data for the reporting period: participant counts, activity logs, output records, outcome data (survey results, assessments, follow-up contacts)
• Pull the budget-vs-actual from the accounting system and reconcile it against the grant management record
• Review the prior report submitted to this funder (confirm this report references prior period progress where relevant)
• Identify any variances between planned activities and actual delivery - have honest explanations ready
• Confirm the submission deadline and method

Report type: Interim / Annual / Final

Reporting period: _ to _

Due date: ___ Submitted date: ___

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PART A: PRIVATE FOUNDATION REPORT FORMAT

Use this section for private foundation grants that do not prescribe a specific form. Adapt section lengths to match funder-specified page limits if provided.

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A1. Executive Summary (100-200 words)

Summarize the grant in 3-4 sentences: what the funded program is, who it serves, what was accomplished during this reporting period, and the current financial status.

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A2. Program Activities and Outputs

Describe the specific activities conducted during the reporting period. Use specific numbers and dates, not general descriptions.

Activities conducted:

Activity	Dates	Location	Description

Outputs produced:

Output Type	Reporting Period Count	Cumulative Count	Annual Target	% of Target
Participants served
Sessions / workshops held
Materials distributed
Referrals made
Other:

Program delivery notes:

Describe any notable aspects of program delivery during the period: new partnerships formed, population served beyond original target, adaptations to service model, staff or volunteer recognition.

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A3. Outcomes and Evidence

Report on the outcomes your program is producing. Distinguish between outputs (what you did) and outcomes (what changed).

Outcome measures and results:

Outcome	Measurement Method	Target	Actual	Notes

Evidence base:

Describe how outcome data was collected and what its limitations are (survey response rate, sample size, follow-up timing). Do not present outcome data without context about how it was measured.

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A4. Challenges and Adaptations

Describe any challenges encountered during the reporting period and how the organization responded. This section is not optional - funders who receive only positive reports question their accuracy.

Challenge	Impact on Program	How Addressed

Lessons learned:

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A5. Financial Summary

Budget vs. Actual:

Budget Category	Approved Budget	Prior Period Expenditures	This Period Expenditures	Cumulative Expenditures	Remaining Balance
Personnel	$	$	$	$	$
Fringe	$	$	$	$	$
Supplies	$	$	$	$	$
Travel	$	$	$	$	$
Equipment	$	$	$	$	$
Consultant	$	$	$	$	$
Indirect	$	$	$	$	$
Other	$	$	$	$	$
TOTAL	$	$	$	$	$

Variance explanations (for any category with cumulative variance above 10%):

Category	Variance Amount	Explanation
	$
	$

Percentage of award period elapsed: __ %

Percentage of budget expended: __ %

A healthy grant is roughly aligned on these two percentages. Significant divergence in either direction should be explained above.

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A6. Next Period Plan

Describe what the organization plans to accomplish in the next reporting period.

Planned activities:

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Upcoming milestones:

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Support or information requested from the funder:

This is the section most reports omit. Use it to invite engagement: a site visit, a conversation about renewal timing, a question about funder priorities, or a specific request.

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