How to Write a Report for a Nonprofit Organization
Nonprofit organizations require many reports, including annual reports, grantor statements and financial information. The annual report combines financial data with text describing an organization's mission statement and its accomplishments. Many organizations hire outside help to write their annual reports, but many do them in-house. Writing reports for nonprofits requires great spelling and grammar, along with a style conducive to helping the organization to develop a professional image. Nonprofits may use reports as marketing tools to enhance their standing and to attract potential donors.
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Instructions
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Focus on program accomplishments and avoid attention to administration and fund-raising activities. Reports generally include a description of the mission statements and specific work done in the community. The more specific you are, the better off the organization will be. For example, instead of writing "nonprofit A helped homeless people in the A area," you write "nonprofit A distributed free cold sandwiches and water bottles to 52 people in the A area every weekend." Use numbers and measurements as much as you can to make the report more reliable and trustworthy. Avoid "fluff" and generalities as well as self-serving statements that seem fake.
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Use personal case studies. Write real-life cases of people before, during and after programs to illustrate the value of the organization work. Include plenty of quotes and make it emotional and real. Write the case study using first names and include as many details as possible. This brings the importance of the organization's work to people's lives, and the difference the nonprofit makes to a community. Real-life case studies can be very effective in validating nonprofits' programs and the good work they do. Ask for permission to use people's stories in reports.
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Work on your photo captions. Many people don't read full text, but they look at photos and captions under photographs. Don't just describe a photo, but tie it with the organization's accomplishments and program. The photos and captions should complement the text in bringing the value of the nonprofit to light. Captions may be longer than usual since you are trying to deliver a message to the reader, not just describe the photo.
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Illustrate milestones. Many nonprofits have long-term projects, such as major construction, that should be mentioned in reports indicating the progress of a project. Relate the project to how much better programs will be once the project is completed. Share the vision of the future in the report, creating attention and anticipation over the project.
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List donors in annual reports. Many donors and grantors like to see their names listed as contributors. Spell their names correctly. Misspelled names may cost the organization some funding. When in doubt, ask donors if they mind being listed in the nonprofit's report. Some people don't want their names mentioned, but they prefer to donate.
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Resources
- Photo Credit boss and secretary image by Valentin Mosichev from Fotolia.com
