How to Write a Project Report for a Non Profit

A project report communicates the status of a project.

A project report communicates the status of an ongoing project in a non-profit organization. Usually the report will contain specific information about budget, accomplished milestones and any problems that have arisen since the start of the project. When writing a project report, follow the basic format, but feel free to add or remove sections to suit your specific organization and goals.

Instructions

1. Create the front matter for the report. Make a neat cover page that contains the project name, the date of the report and the names of the project manager and team members. If your report is more than five pages long, consider adding a table of contents to make for ease of locating information.

2. To begin the project report, write an overview section that explains to the reader the basic status of the project and how it will impact your non-profit. Keep this section to one page or less and write with the goal of providing a large-scale explanation of the progress that your team has made on the project. After reading the overview, a reviewer should have a basic understanding of the project scope, the current status, what is left to do and any problems you expect to encounter.

3. Write an update on the milestones you have accomplished to date. In this section, explain each completed project goal and tell readers whether or not it was on time. Include any positive impacts or unexpected benefits of a milestone. For example, if you completed a goal a week ahead of schedule, explain how this will speed the final product or save money for your non-profit.

4. Inform the readers about the status of the project budget. For a non-profit, budget is often the biggest concern. In the budget section, create a line-by-line budget analysis that explains what you have spent and what is left to spend. If there are any discrepancies, provide an explanation and the steps you will take to make up the difference.

5. Provide an explanation for any delays or problems. If your non-profit has run into unexpected issues during the course of the project, be sure to include a section that details the problem. To reassure board members and clients, include specific steps that you will take to rectify or prevent the problem.

6. Explain the next steps. In a brief outline, let readers know what happens next in a project. If you will need additional personnel or information, list each item. This information is crucial for a non-profit with limited resources. Close on a positive note, if possible, by expressing confidence that the project will be completed on time and on budget.

References

• How to Write an Effective Status Report