Guide · Grant writing
Grant Reporting: What Funders Expect After You Win
What grant reporting involves: interim and final reports, financial reports, outcomes data, stories and changes to the plan, plus tips to make reporting easy.
Grant reporting is how you show a funder what their money achieved. Expect interim and final reports covering progress against objectives, activities delivered, outcomes, participant stories, spending against budget, challenges and any changes. Set up data collection on day one, keep spending records by budget line, tell the funder early about problems, and submit reports on time.
Typical reporting requirements
| Report | When | Contents |
|---|---|---|
| Interim or progress | Midway, or quarterly | Activities, early outcomes, spending, issues |
| Final narrative | End of grant | Results against objectives, stories, lessons |
| Final financial | End of grant | Spending by budget line, variances |
| Ad hoc updates | When things change | Delays, staff changes, budget changes |
Make reporting easy
- Read the grant agreement and note every report and deadline.
- Set up tracking for each objective from the start. See evaluation plan.
- Code expenses to budget lines as you go.
- Collect stories and photos with consent during the project.
- Diary the deadlines with reminders two weeks before.
When things change
Projects rarely go exactly to plan. If activities, timings or spending need to change significantly, contact the funder before making the change. Most funders prefer early honesty to late surprises.
Use the report to win the next grant
A clear, honest, on-time report builds trust. Share lessons and next steps, and thank the funder for their support. See our guide to writing an impact report.
Frequently asked questions
What is included in a grant report?
Progress against objectives, activities delivered, outcomes data, participant stories, a financial report against budget, challenges, changes and next steps.
What happens if I report late?
Late reports can damage your relationship with the funder and may delay payments or affect future applications. Contact the funder early if you expect a delay.
Can I change how I spend grant money?
Usually only with the funder's approval. Ask before making significant changes to activities or budget lines.
Keep reading
- How to Write a Grant Proposal: A Step-by-Step Guide for Nonprofits
- How to Write a Letter of Inquiry for a Grant (With Example)
- How to Build a Grant Budget Funders Trust (With Template)
- How to Write a Grant Evaluation Plan (Simple Template)
- Nonprofit Impact Report: What to Include and How to Present Results
- Grant Goals and Objectives: How to Write SMART Objectives (Examples)
- 10 Grant Writing Mistakes That Get Applications Rejected
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