Grant Readiness Checklist
Ready to start applying for grants? Here are some materials that grantmakers often ask for.
Tax & Legal
1 / Proof of Nonprofit Status
An official document issued by the relevant authorities recognizing your organization's status as a nonprofit organization. In the US, this is most commonly a Letter of Determination from the IRS for Tax-Exempt Status.
2 / Tax Filing
A tax filing for the most recently completed fiscal year. In the US, this is most commonly a tax return document (some version of Form 990) submitted to the IRS.
3 / Organizational Bylaws
Some funders will require excerpts from your organizational bylaws (e.g. non-discrimination policy, conflict of interest policy, etc.) to be included in grant applications.
Finance
1 / Annual Operating Budget
A budget form that reflects your organization's total income and expenditures for the most recently completed fiscal year. Sometimes, funders will also ask for a projected annual operating budget for the current fiscal year.
2 / Program or Project Budgets
Budget forms that break down the total expenditures for each of your organization's programs and/or projects. Program and project budget formats tend to vary from one funder to the next, and it is common for funders to include budget templates for reference.
3 / Financial Statements
A set of financial statements (income statement, balance sheet, and cash flow statement) for the most recently completed fiscal year, preferably audited by a certified public accountant.
Strategy & Admin
1 / Strategic Plan
A board-approved document that includes clear, mid-to-long-term organizational objectives and milestones. Strategic plans may also include additional information which is relevant to the organization's sustainability and impact, such as market analyses and brand identity.
2 / Board & Staff List
A list of all current board and staff members. Board lists should include each board member's role, professional title, and professional affiliation. Staff lists should include summaries of key staff members' relevant experience and qualifications.
3 / Organizational Chart
A graphic chart showing the structure of the organization. Organizational charts should clearly illustrate the various departments within an organization, as well as lines of communication between departments.
Program Design
1 / Needs Statement
A description of the social and/or environmental issue(s) your organization seeks to address, backed by data and research from reliable sources.
2 / Theory of Change
A description of how your organization's approach is uniquely suited to address the social and/or environmental issue(s) you have identified.
3 / Monitoring & Evaluation Framework
A set of goals, objectives, and methodologies that illustrates how success is defined and measured on an organization-wide or program-specific level. It is essential to reference the standards and norms for monitoring and evaluation within your organization's particular issue area(s).
Documentation
1 / Annual Report or Impact Report
A comprehensive report with qualitative and quantitative insights on your organization's impact over a given period (typically over the past year). Reports sometimes also include letters from leadership staff, analyses of broader trends in your issue area, and other relevant materials.
2 / MOUs or Letters of Support
Documents that show understanding and support from past, current, or prospective partners of your organization. An MOU (memorandum of understanding) is an unofficial agreement outlining the terms, conditions, and expectations for partnership. A letter of support is a brief letter that typically includes any past history of collaboration, as well as an endorsement of your organization's ability to carry out the proposed work.
3 / Press Links
Links to press coverage (e.g. videos, articles, interviews, etc.) of your organization and its work.