Guide · Grant writing
How to Write a Grant Evaluation Plan (Simple Template)
A simple grant evaluation plan: what to measure, how, when and by whom, with an evaluation table template and examples for small nonprofits.
A grant evaluation plan explains how you will know whether your project worked. For each objective, state what you will measure, which tool you will use, when you will collect the data, and who is responsible. Include both outputs (what you delivered) and outcomes (what changed for people), and explain how you will use the findings to improve the program and report to the funder.
You do not need a research team. A clear, simple plan that you will actually follow is better than an ambitious one you cannot deliver.
The evaluation table
| Objective | Indicator | Tool | When | Who |
|---|---|---|---|---|
| 70% of 80 pupils improve one reading level | Change in reading level | School assessments | Sept and June | Coordinator with teachers |
| 2,400 tutoring sessions delivered | Sessions held | Attendance log | Weekly | Tutors |
| Families more confident supporting reading | Self-reported confidence | Pre and post survey | Start and end | Coordinator |
Choose simple, reliable tools
- Attendance and activity logs for outputs.
- Pre and post surveys for changes in knowledge, confidence or behaviour.
- Existing records, such as school assessments, with permission.
- Interviews or case studies to explain the numbers.
- Photos and quotes, with consent, for reports.
Write the narrative
Example
We will track outputs weekly through tutor attendance logs and outcomes using the school's termly reading assessments, taken in September (baseline) and June. Families will complete a short confidence survey at the start and end of the year. The program coordinator will review data each term with the school and adjust session plans where pupils are not progressing. Findings will be shared in an interim report in February and a final report in July.
Tips
- Collect a baseline before the project starts.
- Keep surveys short so people complete them.
- Protect privacy: anonymize data and get consent.
- Budget for evaluation time and any tools.
- Use results, not just report them.
Evaluation feeds your impact report. Objectives come first: see goals and objectives, or the full process in how to write a grant proposal.
Frequently asked questions
What is a grant evaluation plan?
The section of a proposal that explains how you will measure whether the project met its objectives: what data you will collect, how, when and by whom.
Do small nonprofits need an external evaluator?
Not always. Many small projects use internal monitoring with simple tools. Larger grants or funders may require external evaluation.
What tools can I use for evaluation?
Attendance records, pre and post surveys, assessments, interviews, case studies, and existing data such as school or health records with permission.
How much should evaluation cost?
It depends on the funder and scope. Some funders suggest setting aside a small percentage of the budget for evaluation.
Keep reading
- How to Write a Grant Proposal: A Step-by-Step Guide for Nonprofits
- Nonprofit Impact Report: What to Include and How to Present Results
- How to Write a Statement of Need for a Grant (With Example)
- Grant Goals and Objectives: How to Write SMART Objectives (Examples)
- How to Build a Grant Budget Funders Trust (With Template)
- Budget Justification for a Grant: How to Write It (With Examples)
- How to Write a Letter of Inquiry for a Grant (With Example)
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