Keeping organized records throughout the year is essential to crafting an informative and impactful annual report with ease. Here are some practical tips to streamline the process:
- Create a Dedicated Folder Early. At the start of each year, set up a physical or digital folder specifically for materials you’ll want to reference. Include lists of grants awarded, speeches or presentations by board members and staff, newspaper articles, press releases, fund reports, photos, and any other relevant content.
- Look for Inspiration from Peers. Reading other foundations’ annual reports can provide fresh ideas for structure, content, and design. This research may inspire creative ways to tell your foundation’s story and showcase its achievements.
- Document Grants and Events as They Happen. Writing summaries of key grants, projects, and events as they occur will help keep details fresh. This also saves time when drafting the annual report, as you’ll have pre-written material ready to go.
- Gather Visual Content Throughout the Year. Photos bring the foundation’s work to life in your annual report. Ask grantees for images that capture their projects and make it a habit to take photos at events and foundation-supported activities.
When your annual report is complete, share it with a broad audience to maximize impact. For family foundations, consider sending it to extended family, grantees, potential grantseekers, and members of the local community. Keep copies on hand to distribute at meetings, conferences, and events. Send it by mail or email to board members, grantees, journalists, elected officials, and colleagues in philanthropy. Many foundations also publish their reports online—either on their own website or through services like Candid.
Learn what’s usually included in an annual report »
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