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How to Write Grant Reports [Template]

Reviewed by:

January 23, 2022

Last Updated:

October 26, 2023

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You just received news your organization was awarded funding. Exciting!

Howverk, you need to keep grant reporting requirements in mind. Having a grant reporting template on hand can help guide you through the reporting process.

In this article, we are going to share what you need to know about grant reporting and provide you with some templates to help you understand what is expected of you now that you’ve won a grant.

How to Break Free From Grant Spreadsheets: 5 Simple Steps

What is a Grant Report?

The grant report is your chance to show the grantmaker that you have put their funds to good use. ‍

A grant report is a review that provides the funder with information on the work they’re supporting. Often it includes key information about how your nonprofit spent the funds they gave you.

Every funder will request information about how their funds are being spent, so it is important to understand reporting requirements.

Pro tip: Keeping track of key information like receipts, invoices, and other documents as you go will then make completing the reports much easier when they come due.

Grant reports offer a great opportunity to showcase the strengths of your organization which will encourage the grantmaker to provide ongoing funding.

Additionally, the process of completing grant reports will help you develop a narrative as well as outcome data that can add value to future documents such as annual reports , newsletters , and future grant applications.

Below is a screenshot of the project narrative which was submitted following the fourth year of a multi-year project. The full sample can be viewed here . We have provided this as a sample of the type of information that may be included in a grant report.

Grant Report Example

In the following section, we will break down the parts of a report further.

Why Is a Grant Report Important?

Understanding the importance of a grant report is crucial, not only for compliance with funders' requirements but also for the overall growth and sustainability of your organization.

With this perspective in mind, let's delve deeper into why grant reports hold such unique significance.

Building Trust With Stakeholders

A well-crafted grant report goes beyond mere compliance with the funder's conditions; it plays a crucial role in building trust with stakeholders.

Here’s how grant reporting can help establish this trust with different audiences:

  • Board Members , for instance, consistently read the grant reports to gauge the effectiveness of the projects and the extent of the grant's impact.
  • These reports also serve as potent tools to inspire and engage potential community partners . They provide a transparent view of your work, thereby fostering partnerships based on shared values and objectives.
  • Lastly, your donors , both existing and prospective, might also review these reports. A well-structured and detailed grant report can reassure your current donors about the responsible use of their contributions and may encourage potential donors by demonstrating your organization's capacity to deliver results.

By showcasing the positive outcomes of your project through a grant report, you can also attract other potential funders who may be interested in supporting your cause. ‍

A comprehensive and accurate grant report fosters confidence in your nonprofit’s ability to manage funds and achieve project objectives, thus fortifying relationships with existing stakeholders and attracting new ones.

Ensuring Accountability

Grant reports serve as a mechanism for accountability. Funders provide resources with the expectation that they will be utilized effectively and responsibly to drive change . ‍

By clearly presenting the outcomes of the grant-funded work, a grant report demonstrates your organization's commitment to responsible stewardship of the funds. This transparency communicates and reinforces your nonprofit’s credibility in the sector.

For instance, if a project is experiencing challenges or not meeting its goals, a grant report can help identify the root causes and suggest strategies for improvement. By acknowledging obstacles and providing transparent explanations, you demonstrate your organization's commitment to using funds wisely and taking responsibility when things don't go as planned.

Facilitating Continuous Learning

Grant reports aren't merely for the funder's benefit; they can also be a valuable tool for your nonprofit organization's development. ‍

While these reports can highlight successes, they also can help you identify areas where there is room for improvement.

With these insights, you can refine strategies, improve efficiency, and enhance effectiveness, thus fostering growth and continuous learning within your organization.

Securing Future Funding

Finally, an insightful, comprehensive, and fact-based grant report can serve as a powerful tool for securing future funding . ‍

An effective grant report underscores your nonprofit's capacity to deliver on its mission, demonstrating that you are a reliable and effective partner for change.

For example, Central Texas Food Bank shared on its website how they were able to provide 140,000 meals to those in need because of a grant they received from Oracle. The success and impact of this funding can inspire future donations and continued support!

Central Texas Food Bank

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What Should You Include in a Grant Report?

You will find that each funder or grantmaker will have different grant reporting requirements.

Below, we provide information on the sections that are most commonly requested in grant reports. These sections can be used as a grant reporting template to help you understand the report writing process. Keep in mind that many grantmakers will provide specific templates or at least include instructions of their own.

Grant Summary

The grant summary should provide an overview of the work that has been completed. The summary will help remind the funder about the overall project and should be inspired by your original grant application. Be sure to include basic funding and project information.

Mention any changes between your original application and the work that actually took place. For example, if you planned to reach 3,000 people but only were able to actually reach 2,000, you will need to explain the reason for this change.

We have included a screenshot of grant summary report instructions provided by the Springfield Foundation .

Springfield Foundation Grant Summary Report Instructions

Many funders request a proposed timeline or calendar as part of the grant proposal. ‍

Your grant report should include all major milestones that were a part of the funded project.

Pro tip: If you are submitting a progress report before project completion, make sure to include milestones appropriate at the time of the report.

You can once again reference your original application (if it included milestones), but make sure to make edits as needed so your report is accurate.

Financial Statements

One of the most important parts of the report will be the financial statement , as the funder will want to know how their dollars have been used to benefit your nonprofit and those you serve. The funder may provide specific formatting for you to follow so that they receive standardized data from all funded agencies. ‍

It is important to align your reporting with your original grant budget . However, you want to show all project costs and expenditures which can include additional funding sources.

Some funders may also request financial information for your nonprofit overall to help ensure sound practices.

Project Activities

The project activities of a grant report will break down what took place during your project.

Pro tip: You may be able to reuse or rephrase information from the project description or narrative within your original grant proposal.

Make sure that you include all portions of your project and explain how they fit into the goals and strategic plan of the overall nonprofit.

Another important aspect that you should make sure to mention is partnerships. You will likely have included plans for partnering in your original application, so make sure you highlight those that took place.

While describing the project activities, be sure to feature ways your nonprofit leveraged additional resources such as volunteers.

Grantmakers appreciate the ability to stretch dollars by utilizing these types of resources. Volunteer time can also be included in your financial reporting, as each year, there is an hourly rate value put on volunteer help.

The Heckscher Foundation utilizes a logic model to track project activities and results. You can view the full sample here , and we have provided a sample screenshot below.

Heckscher Foundation

Results and Impact

Funders want to know how their support helped your nonprofit make a difference.

Results and impact will be a combination of quantitative and qualitative data. ‍

While the funder will appreciate seeing numbers, they also want to see the bigger picture of the impact. You can reference information from your original application and compare it to demonstrate what you have achieved.

Pro tip: Include stories from program participants to help the grantmaker see who they are helping.

Lessons Learned

Although your grant report should show successes, it is also important to share information about what may not have worked. ‍

Grantmakers understand that projects don’t always work out exactly as planned, and they will appreciate your honesty in sharing the truth.

They also know that one of the ways your nonprofit benefits from their funding is through the learning process. Being honest with the funder about the process will help them build a relationship with your organization.

Future Plans & Sustainability

One important aspect of every project is sustainability. Most grant applications request comments on this topic, so you should be able to reference this information for your report. ‍

The funder wants to know that the work they are supporting will be able to continue in some form or fashion beyond their funding. You may have plans for other funding, new partnerships, adjustments to the project to cover costs, or other ideas.

By sharing your future plans for sustaining the work, you will show the grantmaker that you have a long-term vision. This section can also be a place to discuss additional partnerships and resources that you have or plan to seek. Grantmakers appreciate knowing that they are not your only funding source.

Additional Information

Make sure to include anything else that you feel may be important to the funder in your report.

  • Success stories
  • Testimonials
  • Sample surveys
  • News clippings or press coverage

Not every funder will have a formal section for this information, but you can add it as you see fit.

How to Write a Grant Report in 5 Steps

While it is helpful to create or utilize a grant reporting template to guide your grant reports, there are also a few steps you want to make sure and follow. ‍

  • Understand Reporting Requirements: These requirements may be easily available on the grantmaker’s website, or they may have been provided to you when you were awarded funding.
  • Track Data Throughout Project: Track metrics from your project or program throughout, not at the end. plan your data collection based on your grant proposal as well as known reporting requirements.
  • Follow Report Guidelines: Funders may be strict about report formatting and word counts. Make sure that you properly follow reporting guidelines so that you provide all the requested information.
  • Be Honest:  Funders will appreciate your honesty, and it will help your organization either form or maintain a relationship with the grantmaker. ‍
  • Meet Deadlines: Deadlines will be provided as part of the reporting requirements. Instrumentl provides tracking tools that can help you easily manage these reporting deadlines.

Recognizing the Audience: Who Are You Reporting To?

As you start to draft your grant report, it is crucial to consider who your audience is.

Pro tip: Remember, your report isn't just for the funder who awarded you the grant. There are multiple stakeholders who will have an interest in the progress of your project.

Each of these audiences has specific expectations and interests, and understanding them can help you tailor your report for greater impact.

Primary Funders and Granting Organizations

Your primary audience is the funder or grantmaking organization that has invested in your project. They will be interested in the measurable outcomes and impact of their funding.

  • You should include data that shows progress against your stated goals, explain any deviations, and highlight success stories.
  • Funders appreciate transparency and honesty, so don't shy away from discussing challenges and lessons learned.

Internal Stakeholders

These can include your board members , staff, and volunteers who have an interest in the success of your project.

  • They are looking for confirmation that their efforts are making a difference.
  • They may also use the information to make strategic decisions, so include details about project implementation, problems encountered, and solutions implemented.

Beneficiary Communities

Beneficiary communities are those directly impacted by your project. They're interested in seeing tangible results and understanding how the project is improving their lives.

Beneficiary communities could be:

  • patients at a children’s hospital or
  • families served at a food pantry

In your report, articulate the direct benefits they have received, use personal stories to illustrate impacts , and outline plans for the future.

General Public and Other External Stakeholders

The general public and other external stakeholders (like potential donors, partners, or policy-makers) value transparency and accountability. They want to know how your organization uses resources to create change.

  • They differ from funders in that they may not be familiar with the details of your project, so be sure to provide context and background information as needed.
  • In your report, demonstrate the value your project brings to society, share inspiring stories of change, and highlight your organization’s responsibility and efficiency in utilizing funds.

Below is a screenshot from World Vision’s Grants page on their website. See how they provide transparency and clarity on how much funding they’ve received from grants and how it’s been allocated.

World Vision’s Grants

Types of Grant Reports

Let’s delve deeper into the different types of grant reports.

  • Progress Reports: Periodic updates that allow funders to track how the grant-funded project is evolving over time.
  • Final Reports: Final reports are comprehensive summaries delivered upon the completion of a project. Most often using Logic Models , they serve to provide a detailed account of the project, showcasing its accomplishments, any challenges encountered, and lessons learned.
  • Financial Reports: These reports typically include a detailed budget that aligns with the project's timeline and activities. They may also include an explanation of any variances between the proposed and actual budgets.
  • Impact and Evaluation Reports: Impact and evaluation reports focus on the outcomes of the project, assessing its effectiveness and measuring its impact. These reports typically go beyond mere numbers, delving into the qualitative aspects of the project's success.

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Common Pitfalls: Mistakes to Avoid in Grant Reporting

While grant reporting can provide an opportunity to showcase your project's progress and positive impact, it can also be a minefield of potential mistakes.

Understanding these common pitfalls, their implications, and how to avoid them can greatly enhance the reporting process and outcomes.

Here are the common pitfalls to avoid:

  • Overlooking Report Guidelines:  This could include missing important sections, not following the requested format, or failing to address specific questions. Ignoring guidelines can lead to misunderstandings or even disqualification.
  • Providing Vague or Irrelevant Details: Funders want concise, relevant information that speaks directly to the project’s outcomes and impact. Avoid the temptation to include every minor detail and avoid jargon.
  • Procrastination and Missed Deadlines: Set internal deadlines ahead of the submission due date. This will give you time to review and adjust your report as necessary. With Instrumentl, you can manage your grant calendar efficiently and effectively, keeping track of all your upcoming reports and their due dates in one place. You will also receive alerts and reminders that help you plan and stay on track.
  • ‍ Ignoring Negative Outcomes or Challenges: Often, nonprofit organizations are reluctant to report negative outcomes or challenges. However, ignoring these creates a skewed impression of success and prevents learning. Honestly report challenges and the steps taken to address them. This transparency invites valuable input and support from your funders.

Sample Grant Reporting Template

Earlier, we outlined the typical sections or types of information that are likely to be part of your grant report. In this section, we have provided samples for various types of reports that can help you create the right grant reporting template for your nonprofit. We have also created our own sample reporting template for your use as well.

Grant Progress Report Template

This progress report is from the 319 grant program through the state of California. The grantee is completing a water quality project and you can view the entire progress report here .

We have also provided a screenshot of the first part of the report as a point of reference. The screenshot shows a list of items included for review, and upon viewing the link, you will be able to access all the additional information. Note that these 319 grants are provided through the Environmental Protection Agency and then by state governments, so they have relatively detailed reporting requirements.

Some grantmakers may request a grant performance report which will be similar to a progress report.

Quarterly Grant Report Template

One way that a funder may request updates throughout the grant period is through quarterly reports.

Here is a link to quarterly report information from the Human Resources and Services Administration for their Maternal and Child Health program. There are many aspects of this report that are specific to the program, but it provides good insight into the types of data and information that may be requested.

Quarterly reports are more likely to be required for larger grants or government grants, although it will depend on the funder.

Grant Financial Report Template

Here is a grant financial reporting template from the Archstone Foundation. You can read more about this report here . As with each of these samples and templates, it is important to keep in mind that every funder is likely to have their own financial reporting template or financial reporting guidelines.

Note that this report requests expenses for each quarter, but every funder will request different information. Some grantmakers only request your original budget and your final expenses. It is also important to keep in mind that the expense categories will differ between funders and may also be dependent on your grant application.

If your expenses have differed from your original budget, you will likely add some narrative with this report, or there may be another section that will provide an opportunity to explain.

Grant Final Report Template

We have provided a link to a final report template provided by the Santa Barbara Foundation for their Early Care and Education Grant Program. Their grant final report template breaks down the major requirements that we highlight, although they provide specific questions that cover the main topics.

Rather than having sections for grant summary, milestones, results, etc., the funder uses guiding questions to gather the same type of information. Many grantmakers will provide some type of grant final report template to help you complete your reports, or they may accept reports through an online system that has guiding questions built-in.

We have also created our own final grant report template which includes the sections that we touched on in this article overall.

We have created a simplistic spreadsheet for tracking project expenses, but keep in mind that there may be specific sections required based on your project or the requests of the funder. You may also have to provide documentation such as receipts for certain expenditures.

Note that for your results, you want to reference what you proposed in your original grant proposal. The grantmaker may also have provided insight on what types of results they are looking for.

Wrapping Things Up: How to Prepare Grant Reports

We have walked you through what grant reporting is as well as what information is typically requested within grant reports. Hopefully, you have found the background information, as well as our suggested steps, insightful. You can utilize the grants reporting templates to guide your report writing.

Grant reporting can seem daunting, but it is a necessary part of the grant writing process. Well-written reports will help you form and continue lasting relationships with funders to help your organization thrive and grow.

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How to Write a Grant Report - Template Included

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How to Write a Grant Report - Template Included

Writing a grant report can seem as though it’s a daunting task, but in this post, our aim is to make it a little less so. A well-written grant report not only demonstrates the impact of the grant on your organization or project but also helps to maintain a positive relationship with the funding organization.

Below, we'll explore the significance of a grant report, provide some tips for writing a successful one, and include a comprehensive template to help guide you through the process. Whether you're new to grant reporting or looking for ways to improve your current process, this article will provide you with the information and resources you need to write a winning grant report.

What Is the Significance of a Grant Report?

A grant report is a document that provides the funding organization with information about the progress and impact of a grant-funded project or program. It is a crucial step in the grant management process and is used to demonstrate the impact of the grant on the organization or project, as well as how the funds were used. A grant report is also an opportunity to communicate with the funding organization and provide updates on the project or program.

The significance of a grant report lies in its ability to demonstrate the impact of the grant on the organization or project and the community it serves. It also helps the funding organization to understand how the funds were used and if the goals and objectives of the grant were met. A well-written grant report can also help to build trust and credibility with the funding organization and increase the chances of future funding. It is essential to provide accurate, concise, and clear information in the report so that the funding organization can understand the progress of the project and make informed decisions.

How To Write a Grant Summary Report

Writing a grant summary report is a crucial aspect of the grant reporting process. It should provide a clear and concise overview of the project or program, highlighting the key achievements, progress, and impact of the grant. A well-written summary report can help to demonstrate the effectiveness of the project and increase the chances of future funding. It's important to keep in mind that funding organizations usually have limited time and resources, so the summary report should be short, and to the point, providing the most important information about the project or program.

4 Tips to Follow While Writing a Grant Report

In this section, we'll share four tips to help guide you through the process of writing a grant report, and as a bonus, we'll also share an extra tip to help you stand out from the crowd.

First, know the reporting requirements

Before you begin writing your grant report, it's essential to understand the specific reporting requirements of the funding organization. This may include information about the format, deadlines, and specific information that must be included in the report. By understanding the reporting requirements, you'll be able to ensure that your grant report meets the needs of the funding organization and increases your chances of success.

  • Start the report by thanking the funder

Starting your grant report by expressing your appreciation to the funding organization is a great way to build a positive relationship with them. It also sets the tone for the rest of the report and demonstrates your gratitude for the support provided.

Give the right details in the report

A grant report should provide detailed information about the goals, outcomes, and impact of the project or program. This includes information about how the funds were used, the progress that was made, and the impact that the grant had on the organization or community. It's essential to be as specific as possible when providing this information.

  • Demonstrate accountability

A grant report should demonstrate that the organization is accountable for the funds received. This includes providing detailed information about how the funds were used, as well as any challenges that were encountered, and how they were addressed.

Bonus Tip: Invite questions and feedback

We know that we said we’d share four tips, but here’s a bonus tip. A great grant report should be written in a way that invites questions and feedback from the funding organization. This can include providing contact information for key personnel and encouraging the funding organization to reach out if they have any questions or concerns. Additionally, it’s also a good idea to include a section where you ask for feedback and suggestions on how the grant report can be improved in the future.

By following these tips, you'll be able to write a grant report that is clear, concise, and effective. And as a bonus tip, make sure to proofread and edit your report before submitting it to the funding organization. It will show that you care about the quality of your work and it will also help to avoid any errors or inaccuracies that may have been missed in the first draft.

A Template of a Comprehensive Grant Report

To have a truly comprehensive grant report, the following sections should generally be included:

  • Executive Summary
  • Project Description
  • Results and Impact
  • Financial Summary
  • Challenges and Lessons Learned
  • Future plans
  • Acknowledgments
  • Appendices.
For a pre-made, free grant report template from a non-profit grantmaking organization, The Nelson County Community Fund makes their grant template available to the public . The state of Minnesota’s health organization has also made available its municipal grant reporting template . If you choose to work with SmarterSelect for your grant management, our software comes with several grant templates you can use for inspiration as well.

It's important to note that each funding organization may have its own specific format and requirements for the grant reports , so it's always a good idea to refer to their guidelines and instructions when preparing your report.

SmarterSelect Makes Grant Management Simple So Reporting Can Be Easy

Writing a grant report can be a daunting task, but by following the tips and using the comprehensive template provided in this article, you can ensure that your grant report is clear, concise, and effective. Remember that grant management can be a time-consuming process, so consider using a tool like SmarterSelect to streamline the process, making it simple and easy. SmarterSelect can help you manage all aspects of the grant reporting process, from tracking deadlines to collecting feedback, allowing you to focus on what matters most- the report itself. So, why wait? Get started for free today !

1. What details should a grant report ideally provide?

A grant report should ideally provide a clear and concise overview of the project or program, highlighting the key achievements, progress, and impact of the grant.

2. Can you offer some tips for writing a grant report?

Here are the top tips to follow while writing a grant report:

  • Know the reporting requirements
  • Provide the right details in the report
  • Invite questions and feedback.

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Top 5 Grant Report Templates To Maximize Your Funding Opportunities!

Top 5 Grant Report Templates To Maximize Your Funding Opportunities!

Naveen Kumar

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A survey by the  Professional Grant Writer , a team of non-profit consultants in the field, highlights that just 1 of every 10 grant proposals gets accepted . Among the top three common reasons for rejection, the first is failure to adhere to the proposal content, format, or length guidelines that the grantmakers specify. You will have thought people reporting on how they used other people’s money (grants) would be careful enough with that, but as you now know, it is hard to be simple!

On the positive side of things, do you want to know what is the favorite guideline of grantmakers ( The Third Secret , by the way, not the first) that has to be present in every single accepted grant proposal? It’s a detailed professional Grant Report .

The Nitty-gritty of Grant Reports

Let’s understand this critical element of granting process, starting with what grant reports are and their types. These are the documents grant seekers submit to funders describing the progress, outcomes, and impact of a project (mostly non-profit) seeking support or even explaining how the support provided to date has been spent or used. The major types of grant reports are:

  • Progress reports:  Provide updates on the periodic progress of a project, including milestones, accomplishments, and challenges encountered. 
  • Final reports:  Summarize the final outcomes and impact of a project and provide information on how grant funds were used. These reports highlight the shortcomings in fund use if there and their reasons.
  • Financial reports:  These documents show detailed information on how grant funds were spent and include documentation of expenses and revenues.
  • Interim reports:  Keep grant makers updated on ongoing progress or recent (goals, objective, or any other significant) changes in the project and are usually submitted on a quarter or semi-annual basis.
  • Technical reports:  Showcase detailed information on methods, techniques, and results of research or other technical aspects of the project.

Following specific guidelines and requirements that the investing agency provide is necessary and non-negotiable when preparing and presenting a grant report. 

Must-haves in A Grant Report

Well-defined systematic grant reports can be the difference between accepted and rejected proposals, especially those submitted during the proposal review period. Before documenting it (even with pre-written samples), you must know what information grant reports include. Based on the type of report, project requirements, and grantmakers’ guidelines, more information may be added. The fundamental components, however, are:

  • A project or program summary, including its goals, objectives, and recent changes or progress after the proposal submission.
  • An overview of the activities and accomplishments during the grant (proposal review) period.
  • A detailed financial report aligned with the grant budget, including expenses and revenue. Sometimes investors ask for internal finance and expense information. With this, they want to be assured that your organization follows sound financial practices.
  • Extra funding sources or expenses, if there are any.
  • A description of challenges or obstacles encountered during the grant period.
  • An evaluation of the project or program (final report), including its impact and outcomes.
  • Plan for continuation 
  • Any additional information required by the grant-making organization.

Pre-built Grant Report Templates for Professional Submissions

The top challenges in drafting grant reports are the lack of time and staff. Our expertly-designed research-based grant report PPT Templates will ensure you don’t face tedium. Our templates are ready to use and quick to customize due to their 100% editability feature. Using these pre-designed sample reports PPT designs, even an individual will become a one-man army and can draft 10+ reports a day with ease. 

Let’s explore these exclusive grant report templates (along with three bonus templates at the end) and find an ideal reporting tool for you! 

1. Annual Grant Report PPT Presentation Deck

A grant report allows organizations to demonstrate how they have used the allocated funds and the impact they have made. This is important for maintaining accountability to funders. This complete presentation deck contains 22 high-quality sample reports to help you strengthen your bond with investors. These include information slides about your organization, previous grants received, their allocation, social work records, consolidated income statements, balance sheets, cash flow statements, grant expenditure, its summary, analysis of major activities, CSR, and Net Present Value (NPV). Download it now!

Annual Grant Report PPT Presentation Deck

Download this template

2. One-page Events Grant Status Report Presentation Template

Organizations get an opportunity to identify areas where they can improve their programs and services by analyzing data and information gathered and presented in grant reports. Use this PowerPoint status report template to record precise statistical data of grant-supported events for analysis or the next investor presentation. It will help you exhibit the event expense, the overall budget for events, the top five grants of your organization in the previous year, and statistics of previous events. Get it now! 

One-page Events Grant Status Report Presentation Template

3. One-page Grant Expense Status Report Presentation Deck

A well-written grant report will showcase the success and impact of an organization’s programs and services and help these secure continuation funding/award or new grants. Use this one-pager presentation template to prepare a compact yet sweeping, professional report on grant expenses status and present it with conviction. It contains pre-designed columns for grant summary, statement of receipt & expenditures, detailed expenditure table, and approved budget report for the last three fiscal years. Grab it today!

One-page Grant Expense Status Report Presentation Deck

4. One-page Grant Revision Status Report Presentation Template

Looking for the best way to communicate the value and effectiveness of the organization’s work to funders and stakeholders? Nothing more or less than a data-driven grant report highlighting the results and impact of the funded program or project will suffice. Prepare a concise grant report that includes essential information about your organizational efforts to secure funding with this one-pager PPT Design. It deals with the organizational grant profile data, grant budget revision, source, and status for the grant applications. You can also share revenue summary and graphical presentation of grant applications — applied versus won. Click the link below to get it!

One-page Grant Revision Status Report Presentation Template

5. One-page Annual Grant Report Presentation Template

Grant reports are useful in presenting the transparent, accountable, goal-achieving character that your organization has acquired after a lot of hard work and commitment. Use this sample one-page annual grant report template to develop a ready-to-go blueprint for your upcoming funding reports. It presents data on your organizational profile with key points, grant history, received and allocation data, tracking, and revenue data. Download it now!

One-page Annual Grant Report Presentation Template

Bonus Templates  For Our Readers!

1. business plan for startup funding presentation deck.

A business plan describes how a business, especially a startup, will achieve its goals. Keeping it concise for easy readability is the key. Use this business plan presentation deck to map and start a smooth startup journey. It includes high-quality professional slides on the company profile, elevator pitch, team introduction , problem your startup is addressing, its solution (s), value proposition, a detailed roadmap, milestones achieved, traction, business, revenue, and expense models. Get it now!

Business Plan for Startup Funding Presentation Deck

2. Sample Budget Proposal For Grant Pitch Presentation Deck

Budget proposals are a practical and detailed guide on business finance and expenses. They show the investors your grant needs and how you plan to use these. This presentation deck highlights key information regarding unexpected challenges, profit, operations, results, realistic targets, and more. It includes A4 format PPT templates giving an executive summary of the grant budget, objectives, program description, and statement of need with description, cost, and desired outcome. Grab it today!

Sample Budget Proposal For Grant Pitch Presentation Deck

3. Grant Proposal One-page Application Presentation Template

A well-written grant proposal helps organizations secure funding, build partnerships and demonstrate their project/idea impacts along with strategies. It helps grant seekers win the trust of investors by showing that they have knowledge about the project or problem they are trying to solve. This one-page grant proposal presentation template will lay the foundation of your concrete proposition to impress the investors and bag decent funding. You can add your company logo and project details like location, type, the total amount required, name of the applicant, and grant officer, along with an executive summary, to this customizable PPT Design. Download it now!

Grant Proposal One-page Application Presentation Template

Evaluate Well, And Learn!

Grant reports are a valuable tool for organizations to evaluate their progress and plan for the future by reflecting on what worked well and what didn’t and identifying opportunities for growth and improvement. They are additional and highly beneficial elements of the grant proposal process and make the difference between rejection and acceptance. Grant seekers must not neglect them and draft the precision and keenness. To help in this task, SlideTeam offers these ready-to-present grant report templates to grant seekers. These eye-catching professional PPT designs will be your hammer to crack the shell and secure a grant!

Download these grant report templates to document and showcase your grant results with unparalleled and remarkable efficiency!

FAQs on Grant Reports

1. why is grant reporting important.

Grant reporting is important for several reasons. A few are:

  • It allows funders to track the progress of their investments and ensure that the funds are used for their intended purposes. 
  • Grant reports allow grant recipients to demonstrate the impact of their work and the value of their organization to potential donors and funders. 
  • It helps to ensure accountability and transparency in using grant funds and build trust between grant makers and recipients. 
  • Grant reports help to identify areas where additional support or resources are required to achieve project goals.

2. How do I create a grant report?

Each grantor has specific requirements for the report, so the first step for writing an acceptable and value-adding grant report is to check the guidelines before writing and submitting it. Here are some steps you can follow to create a grant report:

  • Gather necessary information like project plans, budget documents, and data on project outcomes & impacts.
  • Write an executive summary that provides a brief overview of the project and its achievements.
  • In the background and objectives section, describe the project's goals and the implementation context.
  • The methods section describes how the project was implemented and the research conducted.
  • Summarize the project's outcomes, including data or statistics that support its success in the results section.
  • Write a conclusion with a summary of the project's overall impact(s) and related future plans.
  • Including an appendices section is optional. Use it to highlight additional but valuable information, like budget or project plans, that support the report's findings.
  • Citation of information or funding sources used in the project is necessary and should not be missed.
  • Review and edit the report to ensure it is well-organized, error-free, and easy to understand.
  • Submit the report to the grant maker or funding organization.

3. What are the 4 types of grants?

There are many types/classifications of grants available based on criteria like the area of focus, eligibility, and the size of the grant. The most popular types of grants (based on their use) in the business industry are:

  • Project grants: Funding for specific projects or programs. Organizations or individuals receive these grants for research , education, or community development projects.
  • Operating grants: Provided for an organization's ongoing operations and general expenses. They are awarded to non-profit organizations for operational costs (such as staffing and rent) to help smooth functioning.
  • Capital grants: Fund allocated for the construction, renovation, or purchase of facilities, such as buildings or equipment. Primarily awarded to non-profit organizations or public entities.
  • Endowment grants: The budget entitled to establish or add to an endowment fund (long-term investment fund) that provides a source of income for an organization. The common receiver of these grants is non-profit organizations , educational institutions, and cultural organizations.

Another popular grant classification is federal grant funding which categorizes them into — Competitive grants , also known as discretionary funding (based on the merit of the proposed project), formula grants (mathematically calculated funds are allocated), continuation grants (renewal of existing funding), and pass-through grants (issued by a federal agency).

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How to write a grant report: Your nonprofit’s template

One woman shows another woman using a laptop how to write a grant report.

Grants are an essential source of funding for many nonprofit organizations. Once you find a grant that’s the right fit for your organization and write a successful proposal , you’ll probably be excited to get started on the project your grant is funding. However, it’s never too early to start thinking about how to write a grant report that will secure a lasting relationship with the funder.

The more you prepare in advance, the more likely it is that you’ll be able to complete an effective grant report that fulfills the funder’s requirements. More than that, a quality grant report is a chance to showcase your organization’s professionalism and strengths, which often makes funders more willing to provide support in the future. In this guide, we’ll look at the five key elements of how to write a grant report:

  • Financial statements.
  • Project activities.
  • Results and impact.
  • Lessons learned.
  • Future plans and sustainability.

While different funders might have specific reporting requirements, most will ask for the basic information included in this grant report template:

Let’s review each key element of a grant report in more detail.

1. Financial statements

Grant management always starts and ends with financial responsibility. So, the first element that most funders want to see in a grant report is financial information.

As you use grant funding, make sure to keep a detailed account of your expenditures. Grant funding typically has restrictions placed on it by funders, so pay special attention to restricted fund accounting practices and make sure you can explain your accounting systems if asked.

You might also need to include financial reports on your overall organization to demonstrate compliance with legal and grant-specific requirements. If you show in your financial statements that you’re using the funding to advance your purpose as agreed upon, you’ll prove to the funder that awarding funding to your organization was an investment well made.

2. Project activities

Next, you’ll contextualize the financial statements in your grant report by showing why individual expenditures are necessary and valuable. Start with a brief narrative outlining the types of activities being funded by the grant. Then, show how those activities fit into your larger program objectives.

Your grant application can serve as a reference for this section—just pay attention to any details that may have changed since you submitted your proposal. If you worked in collaboration with other organizations or leveraged volunteer resources , let the grantmaker know to show them you’re making the most of your grant-funded efforts.

3. Results and impact

Information about your finances and activities is important to funders, and those two aspects of your report also contextualize the third key element: results and impact. Lasting relationships with funders are, in part, built on outcomes—if you report a positive impact, a funder will be more likely to support your organization again in the future.

To demonstrate your impact in your grant report, include both quantitative and qualitative data. With the right software solutions, incorporating quantitative data is simple. Highlight key metrics that show the results of your initiative, then explain how grant funding contributed to those outcomes.

Qualitative data, especially impact stories , can supplement quantitative data to add depth and meaning to your report. Although your primary goal is to provide the funder with information about how funds were used, demonstrating that your organization is professional and outcomes-oriented will show grantors that the funding they provided made a difference.

4. Lessons learned

Naturally, you’ll want to emphasize your successes in your grant report. However, it’s also important to discuss your outcomes realistically and identify opportunities for growth. Most funders know that the only way to maximize a grant’s impact is to test assumptions and see what works. Even if the grant report instructions provided by the funder don’t explicitly ask for lessons learned, you’ll likely want to include them in your narrative.

The goal of sharing lessons learned is to support the future success of your organization and other grant recipients. Explain what you assumed or hoped you would accomplish, what actually happened, and why (or your best understanding of why) the result was different. Then, frame the lessons you learned as actionable takeaways for the future.

Funders tend to respect and appreciate organizations that discuss their experiences honestly and commit to acting on lessons learned. Plus, the process of working through challenges and identifying growth opportunities helps build stronger initiatives at your organization.

5. Future plans and sustainability

Lastly, grant reporting should include projections and plans about the initiative's next phase or your organization’s direction. While some grants are awarded with the expectation of one-time use, many funders see grants as an investment to create sustainable change. As you write your grant report, you can demonstrate sustainability  in several ways, including:

  • Planning the next steps for the project or program.
  • Discussing ways to continue funding the initiative.
  • Setting specific future goals.

Use grant reporting as a way to show funders that even after their money is used, you’ll do everything you can to ensure their impact will continue. If the grant you applied for offers an option for potential renewal, pay special attention to this section so you can continue developing your relationship with the funder and secure further funding.

Leveraging effective grant reporting

Effective grant reporting requires a team effort. Make sure to communicate clearly what tasks each staff member is assigned to complete, and give everyone plenty of time to collect the necessary information. Also, confer with your team when the report is finished to refine metrics and allow everyone to share their unique perspectives. Now that you know how to write a quality grant report, you’ll be on your way to making a positive impression on funders and building relationships that you can leverage for future support.

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How to Write a Grant Report (Including Grant Reporting Template)

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  • Indian J Orthop
  • v.41(1); Jan-Mar 2007

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How to write a grant proposal

Michael zlowodzki.

Division of Orthopedic Surgery, McMaster University, Hamilton, ON, Canada

Anders Jönsson

* Association Internationale Pour l' Ostéosynthèse Dynamique, Nice, France

Philip J Kregor

** Department of Orthopedic Surgery, Vanderbilt University, Nashville, TN, USA

Mohit Bhandari

Academic success and promotion in medicine largely depends on the quality and quantity of received grants. Grant money brings prestige and notoriety to the writer and his institution. However, writing a grant proposal can be a challenging task especially for the inexperienced researcher. As research budgets are being reduced by many funding agencies and more researches are competing for it, it is becoming increasingly important to be able to write a grant proposal of high quality.

The purpose of this article is to give the reader guidance on how to organize a research proposal in order maximize chances to obtain the desired funding. Key aspects will be highlighted and practical tips emphasized. This article will primarily focus on writing a grant for a clinical study.

G ETTING S TARTED

Good research starts with a good idea! Once you have identified a good idea, you need to clearly define the problem that needs to be addressed and formulate a research question. Subsequently you need to ask yourself if that question is already answered [ Table 1 ]. A thorough literature review is therefore mandatory. If you have a truly good idea, you might find out that you are not the first one having it. You do not want to spend a lot of time and energy into a project only to find out later that there have been already 17 trials and a meta-analysis performed and your research question is answered.

It is not only important to know how much was already published on that topic, but also what the quality of the current evidence is. Rarely in medicine does a question have a definitive answer. If you are trying to compare two interventions for a certain disease, after performing a thorough literature search, you have to ask yourself the following questions: 1) Are there already multiple case series published on that topic? If yes, then it might not be worth it to add another case series to the literature. However, that might be your chance for the first comparative study (cohort study or randomized controlled trial). 2) Are there already multiple comparative studies? If yes, are they cohort studies or randomized trials (RCT)? If there is no RCT maybe you should do one. 3) Are there already multiple RCTs published? If yes, what are the results and what is their sample size? Maybe they were underpowered? If yes you might consider doing a meta-analysis of the existing RCTs and subsequently a larger trial.

After you decided to perceive with your study proposal, you need to determine how many study subjects you need, how much money you need and who your collaborators will be. In order to be successful in obtaining a grant you will need convincing data, which might require several preliminary studies and you will need to prove to the granting agency that you are capable of performing the study the way you propose it. The purpose of the research plan is to describe what will be done, why it is important and how the study will be conducted.

E LEMENTS OF A S TUDY P ROTOCOL

The key elements of the study protocol are the executive summary, specific aims, background and significance, preliminary results and research design and methods [ Table 2 ]. The research design and the methodology used in the process of planning and conducting the project should be described in detail. Prior work relevant to the proposed project should be included. Also if a pilot study was conducted, the results should be included.

Elements of a study protocol

Abstract (Executive summary)

The abstract is an important part of a study protocol because it is the first page that a reviewer reads. Reviewers of granting agencies may make their opinion based on the abstract alone. It may be difficult to overcome a bad first impression and conversely there may be a lot to gain with a good first impression. The purpose of the abstract is to describe succinctly every key element of the proposed project. It is good to be complete but concise.

Specific aims

The purpose of the specific study aims is to clearly describe what research question the investigators are trying to answer by conducting the study. What is the problem to be addressed? The investigators need to describe why the study is needed now. In detail, the hypothesis of the study and the primary and secondary goals should be stated. Typically, the study question should be formulated to include the following: 1) the population to be studied, 2) the intervention, 3) any comparison group to be studied (if relevant) and 4) the study outcomes. The study outcomes should be reported as the primary (main) outcome and any secondary outcomes.

Background and significance

The purpose of the background and significance section is to lay out the rationale for the proposed research project and to summarize currently available data in the literature that is relevant to the project. If no systematic review or meta-analysis was done on the topic, you should do one. Describe the magnitude of the problem to be addressed. What is the patient population you are targeting? What is the incidence of the problem? Is the problem likely to increase in the future (e.g. geriatric fractures)? You need to describe the historic management of the problem and whether or not there is any consensus on the current management of the problem. Are there any uncertainties about the treatment that need to be resolved? If you hypothesize that intervention A is better than intervention B you need to designate your primary outcome parameter and have some baseline data for a sample size calculation. Depending on the project, you might want to survey surgeons for their treatment preferences. Also consider surveying patients to find out about what outcome they consider to be important. There might be some disagreements between the surgeons and patients perspectives. 1 The purpose of the background and significance chapter is to justify the study you are proposing. Describe how the result of your study will benefit society. You need to convince the granting agencies that it is worth their money.

Study design

In order to answer the question you need to choose an appropriate study design. The main clinical study designs are interventional studies, observational studies and diagnostic studies - some overlaps may exist [ Table 3 ]. Which study design is most likely to answer the research question, which one is most feasible and which one gives the highest quality results? The choice of the study design has a significant implication on the magnitude of the required funding. Ethical considerations also need to be taken into account e.g. in some cases a certain study design might not be ethical. A clear description of the eligibility criteria (inclusion / exclusion) is essential. Also describe how outcomes will be measured during follow-up and what the follow-up schedule will be like (frequency and duration).

Types of clinical study designs

Sample size calculation

The sample size calculation is a crucial part of the study protocol. The required sample size has major implications on your required funding and the size of the team. Before you can calculate the sample size you need to designate the primary outcome. It is advantageous to choose an objective, reliable and highly validated outcome in order to limit bias. Ultimately, you should choose the clinically most important outcome that is feasible.

The sample size calculation is different depending on the type of the outcome; if you choose a categorical dichotomous outcome parameter (e.g. nonunion rate, infection rate) the sample size requirements are much higher than if you choose a continuous outcome like a score (e.g., SF-36, DASH, SMFA, pain score). 2 , 3 In order to perform a sample size calculation for dichotomous outcomes, you must have an event rate (e.g., nonunion rate) for your gold standard treatment (e.g., treatment A) and you must hypothesize by how much treatment B is going to decrease or increase that event rate. For continuous outcomes you need to have a mean value for the gold standard treatment and hypothesize a difference for the alternative treatment. Using an alpha error rate of 0.05 (=accepting the probability of a false-positive result) and a beta error rate of 0.20 (=accepting the probability of a false-negative result), which corresponds to a power of 80% is a commonly accepted standard.

You can obtain baseline numbers either from a pilot study or reports in the literature. Ideally the “hypothesized” differences should be in the magnitude of what you consider clinically significant. You can calculate the sample size by hand 4 or use one multiple tools to help with the sample size calculations 5 [ Table 4 ]. Be aware that the sample size calculation is based on assumptions; calculate the best-case and the worst-case scenario.

Useful Books, Software and Websites

The justification of the estimated sample size should be presented as a separate section in a grant proposal. Investigators can present estimates of sample size varying across different mean differences between groups. Alternative approaches are to present the study power across varying sample sizes and mean differences or the estimated mean differences of the outcome parameter across varying study power. 4

Protecting against bias

Study results can be negatively affected by multiple types of bias, mainly selection bias and measurement bias. Investigators need to describe proposed methods for protecting against bias. The most powerful techniques for protecting against bias are 1) randomization, 2) concealment of randomization, 3) blinding and 4) the choice of an objective outcome measure.

If you are comparing the effect of multiple interventions on a specific outcome, the best method of protecting against selection bias is random treatment allocation. Randomization balances known and unknown prognostic factors between groups. Additionally, you can use techniques like blocking and stratification in order to avoid random imbalances in small randomized trials. If you do not allocate treatment options randomly, you should account for imbalances in prognostic factors between groups, by matching the patients to the different treatment groups based on the known prognostic factors upon enrollment in your study or if that is not possible, account for it in the data analysis. However, the only way to balance unknown prognostic factors is randomization.

Blinding is another important technique for protecting against bias. Investigators should blind whoever they can: the patient, the physician (not possible in surgical trials), the outcome assessor and the data analyst. Lastly it is helpful to choose an objective outcome measure like a validated functional outcome scale. If the outcome parameter is subjective (e.g., union/nonunion), you should consider to have an adjudication committee to assess the outcome.

C ONCLUSION

Grants are critical for success in academic medicine. The key to a good grant is a good idea and the ability to “sell” your idea to the reviewers of the granting agency. In order to “sell” your idea, good background research, the appropriate study design and a well thought out methodology are imperative. It is also important to recognize that research is a team effort. Convincing the grant reviewer of your expertise is crucial; choosing experienced team members therefore improves the chances to obtain the desired grant. A successful pilot study and preliminary studies that serve as a justification for your study proposal can prove feasibility to the grant reviewers and be therefore a persuasive factor. You should propose an appropriate budget and a realistic timeline; otherwise failure is almost certain. Lastly, you should tailor their grant application towards the granting agency's goals and use the requested format for their application as that might differ from agency to agency. Targeting multiple government and industry-funded agencies increases the chance of getting funded.

Disclaimer: Michael Zlowodzki was funded by a clinical research fellowship grant of the Association Internationale pour l' Ostéosynthèse Dynamique (AIOD)

Source of Support: Nil

R EFERENCES

Planning and Writing a Grant Proposal: The Basics

Grant Proposal Writing is Exciting, Imaginative Work

Download this Handout PDF

Overview Additional Resources about Grants and Grant Writing Considering the Audience, Purpose, and Expectations of a Grant Proposal Common Elements of Grant Proposals General Tips Successful Sample Proposals

So, you want to write a grant proposal? This is exciting! This means that you have valuable research to do or a particular nonprofit to build or a community resource you’re passionate about developing. You have a distinct vision for how something could be improved or advanced, and you’re ready to ask for funding or other support to help this vision become a reality.

research grant report sample

As you reach toward this unrealized vision by developing a grant proposal, you should think about successful grant writing as an act of imagination. Professor Kate Vieira, a Curriculum and Instruction professor at UW-Madison with considerable grant writing experience, describes grant proposal writing as a creative process akin to fiction writing—these are works of imagination. Professor Vieira recommends approaching the task of writing a grant proposal with an attitude of wonder and excitement as you strive to turn your ideas into something real. You have a great idea, and you think that you’re the best person to achieve a specific goal. Now you just need to convince others to get excited about this vision as well.

On this page, we offer some ways of thinking about grant proposals and advice about the process of planning and writing a proposal. We consider grant proposals; overall purposes, audiences, and expectations in order to make this information applicable across a range of contexts. However, this general approach has important limits . First, you will need to get more tailored advice about grant writing within your specific discipline or sphere. Second, you’ll need to follow very carefully the exact instructions about proposals from the granting agencies to which you are applying.

Talk with professors, mentors, previous grant recipients, the funding agency/group you are applying to, and trusted advisers in your field to learn more about what successful grant proposals look like in your situation and to get feedback on your plan and on your drafting process.

Before you start writing your grant proposal, you’ll want to make sure that you:

  • develop a specific, meaningful, actionable plan for what you want to do and why you want to do it;
  • consider how your plan will achieve positive results;
  • locate a granting organization or source that funds projects like the one you have in mind;
  • research that organization to make sure that its mission aligns with your plan;
  • review the organization’s proposal guidelines; and
  • examine sample proposals from your department, peers, and/or the organization.

When you’ve done all of this, you’re ready to start drafting your proposal!

Additional Resources about Grants and Grant Writing

For students, faculty, or staff at UW–Madison, a great place to learn more about grants, grant proposal writing, and granting institutions is the Grants Information Collection at UW–Madison’s Memorial Library. Check out their website and our review of some of their materials as well as links to other useful grant resources here.

Considering the Audience, Purpose, and Expectations of a Grant Proposal

A grant proposal is a very clear, direct document written to a particular organization or funding agency with the purpose of persuading the reviewers to provide you with support because: (1) you have an important and fully considered plan to advance a valuable cause, and (2) you are responsible and capable of realizing that plan.

As you begin planning and drafting your grant proposal, ask yourself:

  • Who is your audience? Think about the people from the agency offering this grant who will read this proposal. What are the agency’s mission and goals? What are its values? How is what you want to do aligned with what this agency is all about? How much do these readers know about what you are interested in? Let your answers to these questions inform how you present your plan, what vocabulary you use, how much background you provide, and how you frame your goals. In considering your audience, you should think about the kind of information these readers will find to be the most persuasive. Is it numbers? If so, make sure that you provide and explain your data. Is it testimonials? Recommendations from other collaborators? Historical precedent? Think closely about how you construct your argument in relationship to your readers.
  • What are the particular expectations for this grant? Pay attention to everything the granting organization requires of you. Your proposal should adhere exactly to these requirements. If you receive any advice that contradicts the expectations of your particular situation ( including from this website ), ignore it! Study representative samples of successful proposals in your field or proposals that have received the particular grant you are applying for.
  • How do you establish your credibility? Make sure that you present yourself as capable, knowledgeable, and forward thinking. Establish your credibility through the thoroughness of your plan, the intentional way that you present its importance and value, and the knowledge you have of what has already been learned or studied. Appropriately reference any past accomplishments that verify your ability to succeed and your commitment to this project. Outline any partnerships you have built with complementary organizations and individuals.
  • How can you clearly and logically present your plan? Make sure that your organization is logical. Divide your proposal into predictable sections and label them with clear headings. Follow exactly the headings and content requirements established by the granting agency’s call for proposals.Grant proposals are direct and to–the–point. This isn’t a good place for you to embroider your prose with flowery metaphors or weave in subtle literary allusions. Your language should be uncluttered and concise. Match the concepts and language your readers use and are familiar with. Your readers shouldn’t have to work hard to understand what you are communicating. For information about writing clear sentences, see this section of our writer’s handbook. However, use a vivid image, compelling anecdote, or memorable phrase if it conveys the urgency or importance of what you are proposing to do.

Common Elements of Grant Proposals

General tips, pay attention to the agency’s key interests..

As mentioned earlier, if there are keywords in the call for proposals—or in the funding organization’s mission or goal—be sure to use some of those terms throughout your proposal. But don’t be too heavy–handed. You want to help your readers understand the connections that exist between your project and their purpose without belaboring these connections.

Organize ideas through numbered lists.

Some grant writers use numbered lists to organize their ideas within their proposal. They set up these lists with phrases like, “This project’s three main goals are . . . ” or, “This plan will involve four stages . . . ” Using numbers in this way may not be eloquent, but it can an efficient way to present your information in a clear and skimmable manner.

Write carefully customized proposals.

Because grant funding is so competitive, you will likely be applying for several different grants from multiple funding agencies. But if you do this, make sure that you carefully design each proposal to respond to the different interests, expectations, and guidelines of each source. While you might scavenge parts of one proposal for another, never use the exact same proposal twice . Additionally when you apply to more than one source at the same time, be sure to think strategically about the kind of support you are asking from which organization. Do your research to find out, for example, which source is more likely to support a request for materials and which is more interested in covering the cost of personnel.

Go after grants of all sizes.

Pay attention to small grant opportunities as well as big grant opportunities. In fact, sometimes securing a smaller grant can make your appeal for a larger grant more attractive. Showing that one or two stakeholders have already supported your project can bolster your credibility.

Don’t give up! Keep on writing!

Writing a grant proposal is hard work. It requires you to closely analyze your vision and consider critically how your solution will effectively respond to a gap, problem, or deficiency. And often, even for seasoned grant writers, this process ends with rejection. But while grant writers don’t receive many of the grants they apply to, they find the process of carefully delineating and justifying their objectives and methods to be productive. Writing closely about your project helps you think about and assess it regardless of what the grant committee decides. And of course, if you do receive a grant, the writing won’t be over. Many grants require progress reports and updates, so be prepared to keep on writing!

Successful Sample Grant Proposals

One of the best ways to learn how to write grant proposals is to analyze successful samples. We’ve annotated and uploaded three very different kinds of successful proposals written by colleagues associated with UW–Madison. We encourage you to carefully read these samples along with the annotations we’ve provided that direct your attention to specific ways each one is doing the work of a strong proposal. But don’t stop with these! Find additional samples on your own of successful proposals like the one you’re writing to help guide and further your understanding of what has worked and been persuasive.

  • Sample Grant Proposal 1 (PDF) Fellowship Proposal for UW–Madison’s Center for the Humanities’ Public Humanities Exchange (HEX)
  • Sample Grant Proposal 2 (PDF) Proposal for a 3–Year National Science Foundation Graduate Research Fellowship
  • Sample Grant Proposal 3 (PDF) Madison Writing Assistance’s grant proposal to the Evjue Foundation

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Sample Grant Applications

On this page:

  • Research Project Grants (R01): Sample Applications and Summary Statements 
  • Early Career Research (ECR) R21 Awards: Sample Applications and Summary Statements 

Exploratory/Developmental Research Grant (R21) Awards: Sample Applications and Summary Statements

Preparing a stellar grant application is critical to securing research funding from NIDCD. On this page you will find examples of grant applications and summary statements from NIDCD investigators who have graciously shared their successful submissions to benefit the research community. 

You can find more details about the NIDCD grants process from application to award on our  How to Apply for a Grant, Research Training, or Career Development Funding page.

For more examples of applications for research grants, small business grants, training and career awards, and cooperative agreements, please visit Sample Applications & More  on the National Institute of Allergy and Infectious Diseases website.

Always follow your funding opportunity’s specific instructions for application format. Although these samples demonstrate stellar grantsmanship, time has passed since these applications were submitted and the samples may not reflect changes in format or instructions.

The application text is copyrighted. You may use it only for nonprofit educational purposes provided the document remains unchanged and the researcher, the grantee organization, and NIDCD are all credited.

Section 508 compliance and accessibility: We have reformatted these sample applications to improve accessibility for people with disabilities and users of assistive technology. If you have trouble accessing the content, please contact the NIDCD web team .

Research Project Grants (R01): Sample Applications and Summary Statements

Investigator-initiated  Research Project Grants (R01)  make up the largest single category of support provided by NIDCD and NIH. The R01 is considered the traditional grant mechanism. These grants are awarded to organizations on behalf of an individual (a principal investigator, or PI) to facilitate pursuit of a research objective in the area of the investigator's research interests and competence.

Leora R. Cherney, Ph.D., & Allen Walter Heinemann, Ph.D., Rehabilitation Institute of Chicago

"Defining trajectories of linguistic, cognitive-communicative and quality of life outcomes in aphasia"

  • Full Application (5.59MB PDF)
  • Summary Statement (336KB PDF)

Stavros Lomvardas, Ph.D., Columbia University Health Sciences

"Principles of zonal olfactory receptor gene expression"

  • Full Application (6.37MB PDF)
  • Summary Statement (183KB PDF)

Rene H. Gifford, Ph.D., & Stephen Mark Camarata, Ph.D., Vanderbilt University Medical Center

"Image-guided cochlear implant programming: Pediatric speech, language, and literacy"

  • Full Application (9.63MB PDF)
  • Summary Statement (485KB PDF)

Early Career Research (ECR) R21 Awards: Sample Applications and Summary Statements

The NIDCD Early Career Research (ECR) R21 Award supports both basic and clinical research from scientists who are beginning to establish an independent research career. The research must be focused on one or more of NIDCD's  scientific mission areas . The NIDCD ECR Award R21 supports projects including secondary analysis of existing data; small, self-contained research projects; development of research methodology; translational research; outcomes research; and development of new research technology. The intent of the NIDCD ECR Award R21 is for the program director(s)/principal investigator(s) to obtain sufficient preliminary data for a subsequent R01 application.

Ho Ming Chow, Ph.D., University of Delaware

“Neural markers of persistence and recovery from childhood stuttering: An fMRI study of continuous speech production”

  • Full Application (7.64MB PDF)
  • Summary Statement (736KB PDF)

Brian B. Monson, Ph.D., University of Illinois at Urbana-Champaign

"Auditory experience during the prenatal and perinatal period"

  • Full Application (3.74MB PDF)
  • Summary Statement (525KB PDF)

Elizabeth A. Walker, Ph.D., University of Iowa

“Mechanisms of listening effort in school age children who are hard of hearing”

  • Full Application (10.2MB PDF)
  • Summary Statement (622KB PDF)

The NIH Exploratory/Developmental Research R21 grant mechanism encourages exploratory and developmental research by providing support for the early and conceptual stages of project development. NIH has standardized the Exploratory/Developmental Grant (R21) application characteristics, requirements, preparation, and review procedures in order to accommodate investigator-initiated (unsolicited) grant applications. Projects should be distinct from those supported through the traditional R01 mechanism. The NIH Grants & Funding website explains the scope of this program .

Taylor Abel, M.D., University of Pittsburgh, & Lori Holt, Ph.D., University of Texas at Austin

“Flexible representation of speech in the supratemporal plane”

  • Full Application (11.5MB PDF)
  • Summary Statement (1.01MB PDF)

Lynnette McCluskey, Ph.D., Medical College of Georgia at Augusta University

“Ace2 in the healthy and inflamed taste system”

  • Full Application (6.05MB PDF)
  • Summary Statement (354KB PDF)

Benjamin R. Munson, Ph.D., University of Minnesota

“Race, ethnicity, and speech intelligibility in normal hearing and hearing impairment”

  • Full Application (1.35MB PDF)
  • Summary Statement (378KB PDF)

(link is external) .

ANNOTATED SAMPLE GRANT PROPOSALS

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How to Use Annotated Sample Grants

Are these real grants written by real students.

Yes! While each proposal represents a successfully funded application, there are two things to keep in mind: 1) The proposals below are  final products;  no student started out with a polished proposal. The proposal writing process requires stages of editing while a student formulates their project and works on best representing that project in writing. 2) The samples reflect a wide range of project types, but  they are not exhaustive . URGs can be on any topic in any field, but all must make a successful argument for why their project should be done/can be done by the person proposing to do it.  See our proposal writing guides for more advice. The best way to utilize these proposals is to pay attention to the  proposal strengths  and  areas for improvement  on each cover page to guide your reading.

How do I decide which sample grants to read?

When students first look through the database, they are usually compelled to read an example from their major (Therefore, we often hear complaints that there is not a sample proposal for every major). However, this is not the best approach because there can be many different kinds of methodologies within a single subject area, and similar research methods can be used across fields.

  • Read through the Methodology Definitions and Proposal Features  to identify which methodolog(ies) are most similar to your proposed project. 
  • Use the Annotated Sample Grant Database ( scroll below the definitions and features) filters or search for this methodology to identify relevant proposals and begin reading!

It does not matter whether the samples you read are summer grants (SURGs) or academic year grants (AYURGs).  The main difference between the two grant types is that academic year proposals (AYURG) require a budget to explain how the $1,000 will be used towards research materials, while summer proposals (SURG) do not require a budget (the money is a living stipend that goes directly to the student awardee) and SURGs have a bigger project scope since they reflect a project that will take 8 weeks of full time research to complete.  The overall format and style is the same across both grant cycles, so they are relevant examples for you to review, regardless of which grant cycle you are planning to apply.  

How do I get my proposal to look like these sample grants?

Do not submit a first draft:  These sample proposals went through multiple rounds of revisions with feedback from both Office of Undergraduate Research advisors and the student’s faculty mentor. First, it helps to learn about grant structure and proposal writing techniques before you get started. Then, when you begin drafting, it’s normal to make lots of changes as the grant evolves. You will learn a lot about your project during the editing and revision process, and you typically end up with a better project by working through several drafts of a proposal.

Work with an advisor:  Students who work with an Office of Undergraduate Research Advisor have higher success rates than students who do not. We encourage students to meet with advisors well in advance of the deadline (and feel free to send us drafts of your proposal prior to our advising appointment, no matter how rough your draft is!), so we can help you polish and refine your proposal.

Review final proposal checklists prior to submission:  the expectation is a two-page, single-spaced research grant proposal (1″ margins, Times New Roman 12 or Arial 11), and proposals that do not meet these formatting expectations will not be considered by the review committee.  Your bibliography does not count towards this page limit.

Academic Year URG Submission Checklist

Summer URG Application Checklist

METHODOLOGY DEFINITIONS & PROPOSAL FEATURES

Research methodologies.

The proposed project involves collecting primary sources held in archives, a Special Collections library, or other repository. Archival sources might include manuscripts, documents, records, objects, sound and audiovisual materials, etc. If a student proposes a trip to collect such sources, the student should address a clear plan of what will be collected from which archives, and should address availability and access (ie these sources are not available online, and the student has permission to access the archive).

Computational/Mathematical Modeling

The proposed project involves developing models to numerically study the behavior of system(s), often through computer simulation. Students should specify what modeling tool they will be using (i.e., an off-the-shelf product, a lab-specific codebase), what experience they have with it, and what resources they have when they get stuck with the tool (especially if the advisor is not a modeler). Models often involve iterations of improvements, so much like a Design/Build project, the proposal should clearly define parameters for a “successful” model with indication of how the student will assess if the model meets these minimum qualifications.

Creative Output

The proposed project has a creative output such playwriting, play production, documentary, music composition, poetry, creative writing, or other art. Just like all other proposals, the project centers on an answerable question, and the student must show the question and method associated with the research and generation of that project. The artist also must justify their work and make an argument for why this art is needed and/or how it will add to important conversations .

Design/Build

The proposed project’s output centers around a final product or tool. The student clearly defines parameters for a “successful” project with indication of how they will assess if the product meets these minimum qualifications.

The project takes place in a lab or research group environment, though the methodology within the lab or research group vary widely by field. The project often fits within the larger goals/or project of the research group, but the proposal still has a clearly identified research question that the student is working independently to answer.

Literary/Composition Analysis

The project studies, evaluates, and interprets literature or composition. The methods are likely influenced by theory within the field of study. In the proposal, the student has clearly defined which pieces will be studied and will justify why these pieces were selected. Context will be given that provides a framework for how the pieces will be analyzed or interpreted.

Qualitative Data Analysis

The project proposes to analyze data from non-numeric information such as interview transcripts, notes, video and audio recordings, images, and text documents. The proposal clearly defines how the student will examine and interpret patterns and themes in the data and how this methodology will help to answer the defined research question.

Quantitative Data Analysis

The project proposes to analyze data from numeric sources. The proposal clearly defines variables to be compared and provides insight as to the kinds of statistical tests that will be used to evaluate the significance of the data.

The proposed project will collect data through survey(s). The proposal should clearly defined who will be asked to complete the survey, how these participants will be recruited, and/or proof of support from contacts. The proposal should include the survey(s) in an appendix. The proposal should articulate how the results from these survey(s) will be analyzed.

The proposed project will use theoretical frameworks within their proposed area of research to explain, predict, and/or challenge and extend existing knowledge. The conceptual framework serves as a lens through which the student will evaluate the research project and research question(s); it will likely contain a set of assumptions and concepts that form the basis of this lens.

Proposal Features

Group project.

A group project is proposed by two or more students; these proposals receive one additional page for each additional student beyond the two page maximum. Group projects must clearly articulate the unique role of each student researcher. While the uploaded grant proposal is the same, each student researcher must submit their own application into the system for the review.

International Travel

Projects may take place internationally. If the proposed country is not the student’s place of permanent residence, the student can additionally apply for funding to cover half the cost of an international plane ticket. Proposals with international travel should likely include travel itineraries and/or proof of support from in-country contacts in the appendix.

Non-English Language Proficiency

Projects may be conducted in a non-English language. If you have proficiency in the proposed language, you should include context (such as bilingual, heritage speaker, or by referencing coursework etc.) If you are not proficient and the project requires language proficiency, you should include a plan for translation or proof of contacts in the country who can support your research in English.

DATABASE OF ANNOTATED SAMPLE GRANTS

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How to write a grant report when your funder has no reporting guidelines

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I’m your coffee-loving grant writing guru and founder of Upstream Consulting.

Melissa here.

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A grant report is a formal way for you to update your funders on what you’ve accomplished with their grant money. Many funders have some grant reporting guidelines, but some funders have no guidelines at all. While the latter may sound like a dream come true, it can be hard to write a grant report with no guidelines.

If you find yourself writing a grant report with no guidelines, here are the major pieces of information, in order, that you may want to include:

A HEARTFELT “THANK YOU”

Make your funder feel appreciated by expressing your gratitude at the beginning of your grant report. A common way of doing this is by adding a cover letter at the beginning of your report, just like you would do with a grant proposal.

If you’re designing your grant report to include photos, you can include a thank you page at the beginning. Add in some photos on this page and your funder will be able to immediately see the difference their grant has made.

GRANT ACTIVITIES

The grant activities section is the heart of your grant report. In this section, you’ll highlight what your organization proposed to do with the grant money and the activities you’ve implemented so far.

For example, let’s say you’re writing a six-month report for a grant in which you proposed to develop a youth mentorship program. In this proposed program, you said you would recruit and train 10 mentors within the first six months. In the grant activities section of your report, you’ll share the process you went through to accomplish each of these major milestones. You’ll also highlight areas in which you exceeded your expectations, as well as areas in which your organization has not been successful.

You’ll also want to include details on any volunteers or partner organizations that have supported your grant activities so far. For volunteers, provide the number of people who supported the grant activities, their total hours, and what they contributed to the project. For partner organizations, state the names of the organizations and how they supported the project.

OUTCOMES & IMPACT

After you’ve outlined your grant activities, share data that show the difference this project has made in your community. This section will vary greatly, depending on how far along you are in the grant period, as well as the type of project you’re implementing. The easiest way to get started with this section is to revisit the goals and objectives you included in your initial grant proposal.

Going back to our youth mentorship example, in the six-month report, you might share the number of mentor recruitment events you held, the number of potential mentors you interviewed, and any changes in mentor knowledge and skills following the training. By the time you submit your end-of-year grant report, you’ll likely share data on the number and demographics of youth who participated in your program, the percentage of youth who completed your program (if time-limited), and any changes the youth experienced after participating.

Keep in mind, your data don’t have to be all numbers! The outcomes & impact section is a great place to share participant quotes, testimonials, or stories of transformation that are a direct result of your project.

CHANGES TO THE INITIAL GRANT PROPOSAL

It’s rare that project implementation goes exactly as planned, especially if it’s a new project. If you’ve changed your project plan since the initial grant proposal, use this section to discuss changes, why they were made, and how the changes have improved your project.

An important note: If you need to make major changes to a project plan or budget, it’s best to discuss those changes with your funder before you make them. Also, if you’re way behind schedule, speak with your funder directly to let them know.

CHALLENGES & LESSONS LEARNED

There will always be unexpected factors that affect your ability to meet proposed goals and objectives. Use the challenges & lessons learned section to share:

  • Details on the factors that presented a challenge
  • How these factors affected your project plans
  • The lessons you learned from these experiences
  • How you will (or did) incorporate these lessons to improve current and future efforts

This can be one of the hardest sections of a grant report to write. Many organizations worry they’ll ruin their chances of continued or future funding if they admit to challenges, or even failure. This fear is understandable. But keep in mind that none of your funders expect your projects to run smoothly all the time. Plus, sharing your challenges and responses to those challenges can highlight your organization’s resilience and creativity. This insight can also help your funder advise other organizations who are implementing similar projects.

FUTURE PLANS & SUSTAINABILITY

Funders like to know the successful projects they’ve supported will be around for a while. If you’re writing an end-of-year grant report, use this section to share information on your plans for future iterations of the project and how you will sustain it (e.g., other grants, earned income, fundraising).

FINANCIAL INFORMATION

You’ll need to bring in the finance folks for this section, so be sure to plan ahead! In the financial information section, provide an overview of the grant funds received to date, line-item expenses that have been charged to the grant, and the grant funds remaining. If your project has generated income, include those details as well.

For general operating grants, the financial information section will focus on the organization’s overall budget, with categories aligned to the budget you submitted with the initial grant proposal.

ATTACHMENTS

There are a lot of additional materials you can attach to your grant report to further highlight the great work you’ve done. Some examples include:

  • Hyperlinks to videos or radio interviews
  • Copies of or hyperlinks to newspaper articles
  • Handwritten thank you letters from participants
  • Materials, such as books or art, that your participants created

Writing a grant report without any guidelines can be daunting! But if you use the common sections I’ve outlined above, you’ll keep your funders happy and well-informed.

Happy reporting!

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Sample Project Outcomes

A key component of an interim or final Research Performance Progress Report (RPPR) is the Project Outcomes summary (Section I). Project Outcomes provide information regarding the cumulative outcomes or findings of the project and are made public through NIH RePORTER.

As noted in the RPPR Instruction Guide , Project Outcome summaries should not exceed half a page and must be written according to the following guidelines:

  • Is written for the general public in clear, concise, and comprehensible language
  • Is suitable for dissemination to the general public, as the information may be available electronically
  • Does not include proprietary, confidential information or trade secrets

Recipients conducting NIH-defined Phase III Clinical Trials must also include results of valid analyses by sex/gender, race, and ethnicity in the Project Outcome Summary (see Example 1 below).  For more information on valid analysis, see the  Analyses by Sex or Gender, Race and Ethnicity for NIH-defined Phase III Clinical Trials (Valid Analysis)  page. 

Example 1: Project Outcomes Summary for “The VITamin D and OmegA-3 TriaL (VITAL)”

Note: this example includes the results of valid analyses by sex/gender, race, and ethnicity required for NIH-defined Phase III Clinical Trials.

Project:  “The VITamin D and OmegA-3 TriaL (VITAL) Contact PI:   JoAnn E. Manson Organization:  Brigham and Women’s Hospital, Harvard Medical School

The VITAL trial investigated whether taking high-dose vitamin D and/or omega-3 fatty acid supplements daily impacts the risk of cancer or cardiovascular disease among generally healthy midlife and older adults. Study participants were followed for an average of five years.

We found that overall, neither vitamin D supplementation (2000 IU daily) nor omega-3 fatty acid supplementation (1 g daily) reduced the risk of total invasive cancer. However, vitamin D supplementation did result in a 17% overall reduction in cancer death, although this was not statistically significant. With vitamin D supplementation, there were no differences between men and women in the cancer risk findings. However, a small and borderline significant 23% decrease in total cancer incidence was observed among African-American participants.  In the overall cohort, advanced cancers (metastatic plus fatal cancers) were significantly decreased. With omega-3 fatty acid supplementation, women had a small nonsignificant reduction in risk of total invasive cancer, while men had no risk reduction.

Taking daily moderate-to-high dose vitamin D supplements did not reduce the risk of major cardiovascular events such as stroke, heart attack, or cardiovascular death. These results were not significantly different when comparing men and women or when comparing participants from different racial or ethnic groups.

Similarly, omega-3 fatty acid supplementation did not result in reduced risk of major cardiovascular events for the overall study population. However, there were some differences by subgroup and the type of cardiovascular event. Among those with lower-than-average fish intake at baseline, omega-3 fatty acid supplementation reduced the risk of major cardiovascular events by 19%. When heart attack was analyzed separately, omega-3 fatty acid supplementation resulted in a 28% reduction in the risk of heart attack (similar reduction in men and women), with the greatest benefit (77% reduction) observed among African-Americans. A significant reduction in heart attack was also observed among those with lower-than-average dietary fish intake and those with two or more risk factors for heart attack.

Example 2: Project Outcomes Summary for “Heart Rate Recovery and Mortality” (R01HL066004)

Project:  “Heart Rate Recovery and Mortality” Contact PI:   Michael S Lauer, MD Organization:  Cleveland Clinic

During exercise, heart rate increases to meet increasing muscle demands for blood.  Immediately after exercise, heart rate decreases.  We call the decrease in heart rate after exercise “heart rate recovery.”  Scientists believe that heart rate recovery reflects the the “autonomic nervous system,” the part of the nervous system that we are not aware of.  It regulates “automatic” functions like heart rate, blood pressure, and breathing.  It turns out that heart rate falls faster in people who are in good physical shape.  In work we did before getting this grant, we found that slower falls in heart rate predicted a higher risk of early death.  In this project, we analyzed data from tens of thousands of Cleveland Clinic patients who had exercise tests as part of their routine care.  Our technicians recorded heart rate every few minutes during exercise and one minute after exercise.  These were some of our main findings:

  • We confirmed that heart rate recovery predicts death.
  • Heart rate recovery is lower in people with diabetes and in people who have more severe heart disease; even so, low heart rate recovery predicts death in people with diabetes and in people with severe heart disease.
  • Heart rate recovery is lower in older adults, and predicts death in older adults.
  • Heart rate recovery is lower in people who are poor (in terms of money).  We thought this might be true because some scientists think that people who are poor may suffer from problems with their nervous systems.  Our finding may help us understand why poor people have higher risks of early death.
  • We found that extra heart beats after exercise also predicts death.  This finding may shed light on why people with low heart rate recovery have a higher risk of death: their nervous system problems may increase the risk of electrical problems with their hearts.   

This page last updated on: October 5, 2022

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Step 1: review financial statements, step 2: input the grant report’s parts, step 3: balance the details and organization, step 4: set the format and submit.

  • Add graphs, tables, charts , and other visual representations of results to avoid wordiness and save time reading.
  • Organize the report’s content by using bullet points and subheadings.
  • Never forget the words ‘thank you’ in your report to be courteous to the funders.
  • Work with a reliable team so you won’t have to compile all the reports alone.

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Grant Report Basics: How to Give Funders What They’re Looking For

August 18, 2020

Winning a grant is a major accomplishment for your organization! But in many cases, the work doesn’t end once you’ve received a check.

Funders often require their grantees to submit reports during the grant period, as a way of checking in on a grantee’s progress and how well they delivered on what they set out to do in their initial grant proposal. but more just just a requirement, grant reports are also an opportunity  to build trust and rapport with funders, and begin laying the groundwork for an ongoing relationship and renewal grants down the road..

Whether you have a grant report to write in the near future, or you’re just looking for tips and advice to help you brush up on those skills for next time, keep reading for an overview of how to write a solid grant report that gives funders what they’re looking for.

The Basics: What is a grant report?

While it’s important to be updating your funders informally throughout the grant period as part of your overall stewardship efforts, a grant report is a formal means of updating a funder on what you have accomplished with their grant funding. 

There are several different types of reports you’re likely to come across in your grant writing career, and different funders may ask for different combinations of these:

  • A final report typically comes about 30 days after the end of the grant period 
  • An interim report or progress report typically comes about half-way through the grant period. (For multi-year grants, you may need to submit multiple progress reports, typically on an annual basis).
  • Sometimes more frequent financial reports are also required. For example, public funders often require monthly financial reports

What are funders looking for in a grant report?

The Center for Effective Philanthropy frames a grant report as a key opportunity for funders to explore the space between what they hoped for from a grantee, and what actually happened. And through that lens, a grant report can serve many possible purposes, including:

  • Accountability: to confirm grant money has been used for its intended purposes
  • Documentation :  a record of a grantee’s activities and history with the funder
  • Grantee support and relationship building:   part of an ongoing conversation with grantees about what they are learning and what they need
  • Grantee assessment:   to understand if a grantee is a priority for future funding or could benefit from capacity support and connections 
  • Grantmaker learning to inform decision-making:  to determine if a funding strategy is effective and worthwhile
  • Engage Others:   sharing grantees’ data, stories and lessons with community stakeholders to encourage other investment 
  • Building a field:   to contribute knowledge to a field of work, especially a newer one

Of course, different funders will have different purposes and expectations for your report depending on their priorities, staffing, and sophistication of their own strategies. To glean some insight into what a particular funder is looking for, one option would be to ask them directly how they use your reports — whether during your site visit, after the award is granted, or through the grant period. Once you have a better sense of how heavily this funder will be engaging with your report and what they’re specifically looking for, you can invest the appropriate amount of time and effort putting it together.

What goes in a grant report?

Many funders will provide specifications for what to include in your grant report, and in what format. However, if your funder hasn’t given you a set of specific guidelines to use, our recommended list of components to include is below!

First, every grant should start with a thank you . You’ll never see this show up in the funder’s template or guidelines for what to include, but make sure to include one anyway! You may have to be creative for how to fit this in, especially if you’re using an online portal. Sometimes you can include a cover letter as part of a pdf that gets uploaded, if that makes sense for your situation.

Additional components of a standard grant report can include:

  • Grant Activities & Changes to Project Plan
  • Results & Impact of the Project
  • Challenges & Lessons Learned
  • Financial Statement
  • Sustainability & Future Plans
  • Attachments

The secret ingredient for a memorable grant report: Storytelling

It’s a good idea to think about grant reports in terms of telling a powerful story. Compared to a grant proposal, a grant report is a great forum for leveraging the power of emotional appeal to sell a funder on your impact, and leave a strong impression. We often refer to the three-part storytelling framework below as a starting point, which dates back to ancient Greece:

Ethos — an appeal to ethics 

For our purposes, this is about establishing credibility , This is where you’ll take the opportunity to remind your funder that you’re a credible organization and that you share their priorities and values; to demonstrate that you spent their funds responsibly; and to reassure them that they’ve invested in a feasible and important project that’s making a meaningful impact.

Logos — an appeal to logic

This is where your data and outcomes come into play! Using quantitative data in your reports helps create a clear structure, and paints an easy-to-digest picture of your program’s impact and success. It’s critical that you use facts to support your claims here.

Pathos — an appeal to emotion

Don’t go overboard with this part, but do keep in mind that this is your opportunity to really showcase how your programs are making a difference in your community. To do this well, use stories and quotes from your stakeholders, and highlight ‘real’ voices to show the more human side of your work and increase the persuasiveness of your report. This is especially relevant for direct service and more “charity”-based organizations.

You’ll need to find a balance between all three of these pieces, and that balance will vary based on each particular funder’s nature and priorities — but all three pieces of the framework are important.

How to collect stories for your grant reports

If you don’t already have systems in place for collecting stories from the people you service, below are a few tips to help you get started in this area:

  • Work with your marketing team: find out what they’re already doing, to keep you from having to reinvent the wheel. For example, are they producing a newsletter (print or email) that includes client stories? These can be repurposed for grants! You may have to adjust the language slightly, but it gives you a place to start. Other questions to ask yourself might be: do you have an existing organizational video (including unused footage) that includes quotes? Do you ever ask participants to speak at fundraising events or participate in advocacy? These can also be great sources for powerful stories to include.
  • Begin to build a repository of quotes and stories. The word “repository” might sound intimidating, but this can be as simple as a Word document that gets added to over time. You might also consider creating a system of ‘tags’ in your repository, to make it easier to find what you need later by topic and/or source.
  • Talk to program staff about what types of stories you are seeking. It might be helpful to create a list of the specific types of stores you need based on your programs and typical reporting requirements, and ask your program staff to help you collect these specific types of stories as they’re working on the frontlines. Depending on how your team works best, you could also systematize this process a bit by asking them to send you stories on a quarterly (or otherwise regular) basis so that they remember to be on the lookout for them. 

About the Authors:

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Alayna Buckner

President & CEO

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Michelle Anthony LaCroix

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NIAID Funding News

Successful sample applications demonstrate good grantsmanship.

Funding News Edition: June 7, 2023 See more articles in this edition

Students working in the lab beside one of their postdoc mentors.

While sample applications from past years can be a source of valuable grantsmanship lessons, be aware of how much time has passed.

One way to hone your grantsmanship skills is to examine well-written examples of successful grant applications. When you do so, remember that your application must also follow the latest official NIH  How To Apply SF 424 instructions.

Find NIH application examples. Thanks to the grant recipients listed on the following webpages, multiple NIH institutes now have samples to share:

  • NIAID’s  Sample Applications and More provides example R01, R03, R15, R21, R21/R33, R41, R42, R43, R44, K01, K08, F31, G11, and U01 applications and summary statements, sharing plans, leadership plans, and More .
  • The National Cancer Institute (NCI) offers Sample Behavioral Research Grant Applications  (R01, R03, and R21), Sample Cancer Epidemiology Grant Applications  (R01, R03, R21, and R37), and Sample Implementation Science Grant Applications  (R01, R21, and R37).
  • The National Institute of Aging (NIA) shares unsuccessful initial applications and successful resubmissions at K99/R00 Sample Applications , plus Small Business Sample Applications with summary statements.

Analyze what worked. To observe how the applicants approached grantsmanship, start by examining the text sections of the successful example applications—particularly the Specific Aims and Research Plans. Compare each sample with the corresponding summary statement to learn what worked for reviewers. Ask yourself:

  • How did the applicants present project goals, plans, and milestones in an appealing and clear way?
  • What evidence and support did the applicants provide? How technical were the explanations?
  • Where and how did the application effectively address each review criterion?
  • What strong points (or potential weak points) did the reviewers highlight in the summary statements?

You could also compare the samples with advice from NIAID’s Apply for a Grant guidance, NIH’s Important Writing Tips , and NIH’s Write Your Application .

Be cautious. While sample applications from past years can be a source of valuable grantsmanship lessons, be aware of how much time has passed. You must not assume that the samples reflect the latest NIH rules, policies, or format. Always follow the current SF 424 Instructions , notices of NIH Policy Changes , and any other specific instructions listed in your chosen notice of funding opportunity (NOFO).

What’s next? NIAID staff are currently recruiting fresh Sample Applications for you. Because the permission and posting process typically takes several months, we expect to start posting additions in late summer or early fall 2023. We will alert you through this publication and @NIAIDFunding on Twitter as they become available.

Email us at [email protected] for help navigating NIAID’s grant and contract policies and procedures.

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Home » Grant Proposal – Example, Template and Guide

Grant Proposal – Example, Template and Guide

Table of Contents

Grant Proposal

Grant Proposal

Grant Proposal is a written document that outlines a request for funding from a grant-making organization, such as a government agency, foundation, or private donor. The purpose of a grant proposal is to present a compelling case for why an individual, organization, or project deserves financial support.

Grant Proposal Outline

While the structure and specific sections of a grant proposal can vary depending on the funder’s requirements, here is a common outline that you can use as a starting point for developing your grant proposal:

  • Brief overview of the project and its significance.
  • Summary of the funding request and project goals.
  • Key highlights and anticipated outcomes.
  • Background information on the issue or problem being addressed.
  • Explanation of the project’s relevance and importance.
  • Clear statement of the project’s objectives.
  • Detailed description of the problem or need to be addressed.
  • Supporting evidence and data to demonstrate the extent and impact of the problem.
  • Identification of the target population or beneficiaries.
  • Broad goals that describe the desired outcomes of the project.
  • Specific, measurable, achievable, relevant, and time-bound (SMART) objectives that contribute to the goals.
  • Description of the strategies, activities, and interventions to achieve the objectives.
  • Explanation of the project’s implementation plan, timeline, and key milestones.
  • Roles and responsibilities of project staff and partners.
  • Plan for assessing the project’s effectiveness and measuring its impact.
  • Description of the data collection methods, tools, and indicators used for evaluation.
  • Explanation of how the results will be used to improve the project.
  • Comprehensive breakdown of project expenses, including personnel, supplies, equipment, and other costs.
  • Clear justification for each budget item.
  • Information about any matching funds or in-kind contributions, if applicable.
  • Explanation of how the project will be sustained beyond the grant period.
  • Discussion of long-term funding strategies, partnerships, and community involvement.
  • Description of how the project will continue to address the identified problem in the future.
  • Overview of the organization’s mission, history , and track record.
  • Description of the organization’s experience and qualifications related to the proposed project.
  • Summary of key staff and their roles.
  • Recap of the project’s goals, objectives, and anticipated outcomes.
  • Appreciation for the funder’s consideration.
  • Contact information for further inquiries.

Grant Proposal Template

Here is a template for a grant proposal that you can use as a starting point. Remember to customize and adapt it based on the specific requirements and guidelines provided by the funding organization.

Dear [Grant-making Organization Name],

Executive Summary:

I. Introduction:

II. Needs Assessment:

III. Goals and Objectives:

IV. Project Methods and Approach:

V. Evaluation and Monitoring:

VI. Budget:

VII. Sustainability:

VIII. Organizational Capacity and Expertise:

IX. Conclusion:

Thank you for considering our grant proposal. We believe that this project will make a significant impact and address an important need in our community. We look forward to the opportunity to discuss our proposal further.

Grant Proposal Example

Here is an example of a grant proposal to provide you with a better understanding of how it could be structured and written:

Executive Summary: We are pleased to submit this grant proposal on behalf of [Your Organization’s Name]. Our proposal seeks funding in the amount of [Requested Amount] to support our project titled [Project Title]. This project aims to address [Describe the problem or need being addressed] in [Target Location]. By implementing a comprehensive approach, we aim to achieve [State the project’s goals and anticipated outcomes].

I. Introduction: We express our gratitude for the opportunity to present this proposal to your esteemed organization. At [Your Organization’s Name], our mission is to [Describe your organization’s mission]. Through this project, we aim to make a significant impact on [Describe the issue or problem being addressed] by [Explain the significance and relevance of the project].

II. Needs Assessment: After conducting thorough research and needs assessments in [Target Location], we have identified a pressing need for [Describe the problem or need]. The lack of [Identify key issues or challenges] has resulted in [Explain the consequences and impact of the problem]. The [Describe the target population or beneficiaries] are particularly affected, and our project aims to address their specific needs.

III. Goals and Objectives: The primary goal of our project is to [State the broad goal]. To achieve this, we have outlined the following objectives:

  • [Objective 1]
  • [Objective 2]
  • [Objective 3] [Include additional objectives as necessary]

IV. Project Methods and Approach: To address the identified needs and accomplish our objectives, we propose the following methods and approach:

  • [Describe the activities and strategies to be implemented]
  • [Explain the timeline and key milestones]
  • [Outline the roles and responsibilities of project staff and partners]

V. Evaluation and Monitoring: We recognize the importance of assessing the effectiveness and impact of our project. Therefore, we have developed a comprehensive evaluation plan, which includes the following:

  • [Describe the data collection methods and tools]
  • [Identify the indicators and metrics to measure progress]
  • [Explain how the results will be analyzed and utilized]

VI. Budget: We have prepared a detailed budget for the project, totaling [Total Project Budget]. The budget includes the following key components:

  • Personnel: [Salary and benefits for project staff]
  • Supplies and Materials: [List necessary supplies and materials]
  • Equipment: [Include any required equipment]
  • Training and Capacity Building: [Specify any training or workshops]
  • Other Expenses: [Additional costs, such as travel, marketing, etc.]

VII. Sustainability: Ensuring the sustainability of our project beyond the grant period is of utmost importance to us. We have devised the following strategies to ensure its long-term impact:

  • [Describe plans for securing future funding]
  • [Explain partnerships and collaborations with other organizations]
  • [Outline community engagement and support]

VIII. Organizational Capacity and Expertise: [Your Organization’s Name] has a proven track record in successfully implementing projects of a similar nature. Our experienced team possesses the necessary skills and expertise to carry out this project effectively. Key personnel involved in the project include [List key staff and their qualifications].

IX. Conclusion: Thank you for considering our grant proposal. We firmly believe that [Project Title] will address a critical need in [Target Location] and contribute to the well-being of the [Target Population]. We are available to provide any additional information or clarification as required. We look forward to the

opportunity to discuss our proposal further and demonstrate the potential impact of this project.

Please find attached the required supporting documents, including our detailed budget, organizational information, and any additional materials that may be helpful in evaluating our proposal.

Thank you once again for considering our grant proposal. We appreciate your dedication to supporting projects that create positive change in our community. We eagerly await your response and the possibility of partnering with your esteemed organization to make a meaningful difference.

  • Detailed Budget
  • Organizational Information
  • Additional Supporting Documents]

Grant Proposal Writing Guide

Writing a grant proposal can be a complex process, but with careful planning and attention to detail, you can create a compelling proposal. Here’s a step-by-step guide to help you through the grant proposal writing process:

  • Carefully review the grant guidelines and requirements provided by the funding organization.
  • Take note of the eligibility criteria, funding priorities, submission deadlines, and any specific instructions for the proposal.
  • Familiarize yourself with the funding organization’s mission, goals, and previous projects they have supported.
  • Gather relevant data, statistics, and evidence to support the need for your proposed project.
  • Clearly define the problem or need your project aims to address.
  • Identify the specific goals and objectives of your project.
  • Consider how your project aligns with the mission and priorities of the funding organization.
  • Organize your proposal by creating an outline that includes all the required sections.
  • Arrange the sections logically and ensure a clear flow of ideas.
  • Start with a concise and engaging executive summary to capture the reader’s attention.
  • Provide a brief overview of your organization and the project.
  • Present a clear and compelling case for the problem or need your project addresses.
  • Use relevant data, research findings, and real-life examples to demonstrate the significance of the issue.
  • Clearly articulate the overarching goals of your project.
  • Define specific, measurable, achievable, relevant, and time-bound (SMART) objectives that align with the goals.
  • Explain the strategies and activities you will implement to achieve the project objectives.
  • Describe the timeline, milestones, and resources required for each activity.
  • Highlight the uniqueness and innovation of your approach, if applicable.
  • Outline your plan for evaluating the project’s effectiveness and measuring its impact.
  • Discuss how you will collect and analyze data to assess the outcomes.
  • Explain how the project will be sustained beyond the grant period, including future funding strategies and partnerships.
  • Prepare a comprehensive budget that includes all the anticipated expenses and revenue sources.
  • Clearly justify each budget item and ensure it aligns with the project activities and goals.
  • Include a budget narrative that explains any cost assumptions or calculations.
  • Review your proposal multiple times for clarity, coherence, and grammatical accuracy.
  • Ensure that the proposal follows the formatting and length requirements specified by the funder.
  • Consider seeking feedback from colleagues or experts in the field to improve your proposal.
  • Gather all the necessary supporting documents, such as your organization’s background information, financial statements, resumes of key staff, and letters of support or partnership.
  • Follow the submission instructions provided by the funding organization.
  • Submit the proposal before the specified deadline, keeping in mind any additional submission requirements, such as online forms or hard copies.
  • If possible, send a thank-you note or email to the funding organization for considering your proposal.
  • Keep track of the notification date for the funding decision.
  • In case of rejection, politely ask for feedback to improve future proposals.

Importance of Grant Proposal

Grant proposals play a crucial role in securing funding for organizations and projects. Here are some key reasons why grant proposals are important:

  • Access to Funding: Grant proposals provide organizations with an opportunity to access financial resources that can support the implementation of projects and initiatives. Grants can provide the necessary funds for research, program development, capacity building, infrastructure improvement, and more.
  • Project Development: Writing a grant proposal requires organizations to carefully plan and develop their projects. This process involves setting clear goals and objectives, identifying target populations, designing activities and strategies, and establishing timelines and budgets. Through this comprehensive planning process, organizations can enhance the effectiveness and impact of their projects.
  • Validation and Credibility: Successfully securing a grant can enhance an organization’s credibility and reputation. It demonstrates to funders, partners, and stakeholders that the organization has a well-thought-out plan, sound management practices, and the capacity to execute projects effectively. Grant funding can provide validation for an organization’s work and attract further support.
  • Increased Impact and Sustainability: Grant funding enables organizations to expand their reach and increase their impact. With financial resources, organizations can implement projects on a larger scale, reach more beneficiaries, and make a more significant difference in their communities. Additionally, grants often require organizations to consider long-term sustainability, encouraging them to develop strategies for continued project success beyond the grant period.
  • Collaboration and Partnerships: Grant proposals often require organizations to form partnerships and collaborations with other entities, such as government agencies, nonprofit organizations, or community groups. These collaborations can lead to shared resources, expertise, and knowledge, fostering synergy and innovation in project implementation.
  • Learning and Growth: The grant proposal writing process can be a valuable learning experience for organizations. It encourages them to conduct research, analyze data, and critically evaluate their programs and initiatives. Through this process, organizations can identify areas for improvement, refine their strategies, and strengthen their overall operations.
  • Networking Opportunities: While preparing and submitting grant proposals, organizations have the opportunity to connect with funders, program officers, and other stakeholders. These connections can provide valuable networking opportunities, leading to future funding prospects, partnerships, and collaborations.

Purpose of Grant Proposal

The purpose of a grant proposal is to seek financial support from grant-making organizations or foundations for a specific project or initiative. Grant proposals serve several key purposes:

  • Funding Acquisition: The primary purpose of a grant proposal is to secure funding for a project or program. Organizations rely on grants to obtain the financial resources necessary to implement and sustain their activities. Grant proposals outline the project’s goals, objectives, activities, and budget, making a compelling case for why the funding organization should invest in the proposed initiative.
  • Project Planning and Development: Grant proposals require organizations to thoroughly plan and develop their projects before seeking funding. This includes clearly defining the problem or need the project aims to address, establishing measurable goals and objectives, and outlining the strategies and activities that will be implemented. Writing a grant proposal forces organizations to think critically about the project’s feasibility, anticipated outcomes, and impact.
  • Communication and Persuasion: Grant proposals are persuasive documents designed to convince funding organizations that the proposed project is worthy of their investment. They must effectively communicate the organization’s mission, vision, and track record, as well as the specific problem being addressed and the potential benefits and impact of the project. Grant proposals use evidence, data, and compelling narratives to make a strong case for funding support.
  • Relationship Building: Grant proposals serve as a platform for organizations to establish and strengthen relationships with funding organizations. Through the proposal, organizations introduce themselves, highlight their expertise, and demonstrate their alignment with the funding organization’s mission and priorities. A well-written grant proposal can lay the foundation for future collaborations and partnerships.
  • Accountability and Evaluation: Grant proposals outline the expected outcomes, objectives, and evaluation methods for the proposed project. They establish a framework for accountability, as organizations are expected to report on their progress and outcomes if awarded the grant. Grant proposals often include plans for project evaluation and monitoring to assess the project’s effectiveness and ensure that the funding is being used appropriately.
  • Sustainability and Long-Term Planning : Grant proposals often require organizations to consider the long-term sustainability of their projects beyond the grant period. This includes identifying strategies for continued funding, partnerships, and community involvement. By addressing sustainability in the proposal, organizations demonstrate their commitment to long-term impact and the responsible use of grant funds.

When to Write a Grant Proposal

Knowing when to write a grant proposal is crucial for maximizing your chances of success. Here are a few situations when it is appropriate to write a grant proposal:

  • When There is a Funding Opportunity: Grants become available through various sources, including government agencies, foundations, corporations, and nonprofit organizations. Keep an eye out for grant announcements, requests for proposals (RFPs), or funding cycles that align with your organization’s mission and project goals. Once you identify a relevant funding opportunity, you can begin writing the grant proposal.
  • When You Have a Well-Defined Project or Program: Before writing a grant proposal, it’s important to have a clearly defined project or program in mind. You should be able to articulate the problem or need you are addressing, the goals and objectives of your project, and the strategies and activities you plan to implement. Having a solid project plan in place will help you write a more compelling grant proposal.
  • When You Have Conducted Research and Gathered Data: Grant proposals often require evidence and data to support the need for the project. Before writing the proposal, conduct thorough research to gather relevant statistics, studies, or community assessments that demonstrate the significance and urgency of the problem you aim to address. This data will strengthen your proposal and make it more persuasive.
  • When You Have a Strong Organizational Profile: Funding organizations often consider the credibility and capacity of the applying organization. Before writing a grant proposal, ensure that your organization has a strong profile, including a clear mission statement, track record of accomplishments, capable staff or volunteers, and financial stability. These factors contribute to the overall credibility of your proposal.
  • When You Have the Time and Resources to Dedicate to Proposal Writing: Writing a grant proposal requires time, effort, and resources. It involves conducting research, developing project plans, creating budgets, and crafting compelling narratives. Assess your organization’s capacity to commit to the grant proposal writing process. Consider the timeline, deadline, and any additional requirements specified by the funding organization before deciding to proceed.
  • When You Have Identified Potential Partnerships or Collaborators: Some grant proposals may require or benefit from partnerships or collaborations with other organizations or stakeholders. If your project can be enhanced by partnering with other entities, it’s important to identify and secure these partnerships before writing the grant proposal. This demonstrates a collaborative approach and can strengthen your proposal.
  • When You Are Committed to Project Evaluation and Accountability: Grant proposals often include requirements for project evaluation and reporting. If you are willing and able to commit to evaluating the project’s outcomes, tracking progress, and reporting on the use of funds, it is an appropriate time to write a grant proposal. This shows your dedication to transparency, accountability, and responsible use of grant funds.

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    Make sure that your organization is logical. Divide your proposal into predictable sections and label them with clear headings. Follow exactly the headings and content requirements established by the granting agency's call for proposals.Grant proposals are direct and to-the-point.

  12. Sample Grant Applications

    Research Project Grants (R01): Sample Applications and Summary Statements Investigator-initiated Research Project Grants (R01) make up the largest single category of support provided by NIDCD and NIH. The R01 is considered the traditional grant mechanism.

  13. End-of-Grant Reporting

    You should use Researchfish to complete your end-of-grant report if you hold one of these grants: Investigator Awards Collaborative Awards Fellowships (except PhD Training Fellowships for Clinicians and Public Engagement Fellowships) University Awards in Humanities and Social Science PhD Studentships in Humanities and Social Science

  14. ANNOTATED SAMPLE GRANT PROPOSALS

    ANNOTATED SAMPLE GRANT PROPOSALS Are these real grants? Written by real students? How do I decide which sample grants to read? How do I get my proposal to look like these sample grants? METHODOLOGY DEFINITIONS & PROPOSAL FEATURES Research Methodologies Archival Computational/Mathematical Modeling Creative Output Design/Build Fieldwork Interviews

  15. How to write a grant report when your funder has no reporting guidelines

    Melissa here. hi! A grant report is a formal way for you to update your funders on what you've accomplished with their grant money. Many funders have some grant reporting guidelines, but some funders have no guidelines at all. While the latter may sound like a dream come true, it can be hard to write a grant report with no guidelines.

  16. Sample Project Outcomes

    Sample Project Outcomes. A key component of an interim or final Research Performance Progress Report (RPPR) is the Project Outcomes summary (Section I). Project Outcomes provide information regarding the cumulative outcomes or findings of the project and are made public through NIH RePORTER. ... In work we did before getting this grant, we ...

  17. How to report grant progress

    If you have any questions about your annual report, or need help to complete the form, contact our information officers. [email protected]. +44 (0)20 7611 5757. Find out what Wellcome grantholders need to do to report progress on their grant.

  18. 28+ SAMPLE Grant Reports in PDF

    29+ Sample Grant Reports Grant Final Report Format download now Common Grant Report download now Annual Grant Report Template download now Foundation Grant Report Checklist download now Final Grant Report Template download now End of Grant Report Template download now Grant Progress Report download now Small Grant Report download now

  19. PDF The Original How to Write a Research Grant Application

    Make sure you and your collaborators are properly trained for the research. Closely examine grant applications from successful grantees. Read the instructions in the grant application kit (PHS 398), then read them again. Follow them to the letter. Have several experienced grantees critique your application.

  20. Grant Report Basics: How to Give Funders What They're Looking For

    The Center for Effective Philanthropy frames a grant report as a key opportunity for funders to explore the space between what they hoped for from a grantee, and what actually happened. And through that lens, a grant report can serve many possible purposes, including: Accountability: to confirm grant money has been used for its intended purposes.

  21. Successful Sample Applications Demonstrate Good Grantsmanship

    Thanks to the grant recipients listed on the following webpages, multiple NIH institutes now have samples to share: NIAID's Sample Applications and More provides example R01, R03, R15, R21, R21/R33, R41, R42, R43, R44, K01, K08, F31, G11, and U01 applications and summary statements, sharing plans, leadership plans, and More.

  22. PDF Sample form This is a sample form for information only. You ...

    500017/Z/14/Z-PE End of Grant -24/05/2018 16:26:06.pdf. End of grant report sample form - Public Engagement. Information for grantholders. PRIVACY STATEMENT. This report is only intended to capture anonymous data (i.e. no personal information which could be attributed to identifiable members of staff/personnel, including sensitive personal ...

  23. Grant Proposal

    January 3, 2024 by Muhammad Hassan Table of Contents Grant Proposal Grant Proposal is a written document that outlines a request for funding from a grant-making organization, such as a government agency, foundation, or private donor.