Sample Documents Library
Members of Exponent Philanthropy have access to a number of sample documents. From policies to position descriptions, these sample documents will save you time and resources. Browse the list below, or jump to the category that interests you.
Have a sample of something that’s missing or want to contribute a sample of your own? Send it to our librarian at info@exponentphilanthropy.org
Governance Samples I Grantmaking Samples I Administration Samples
Governance
Board Members and Meetings
- Board of Directors Profile Grid
- Board Member Position Descriptions
- Board and Job Descriptions
- Treasurer Position Description
- Managing Trustee Position Description
- Board Orientation Handbook
- Board Orientation Handouts
- Board Procedures Manual
- Board Service Agreement
- Board Docket
- Board Meeting Agenda
- Board Meeting Minutes
- Board Meeting Evaluation Form
- Nominating Committee Charter
- Board Profile Grid
- Committee Guidelines Worksheet
- Determining Fiduciary Duty
The Next Generation
- Engaging the Next Gen
- Guidebook to Engaging the Next Generation
- Money Matters, Talking to the Next Gen
- Next Gen Deliverables
- Next Generation Retreat Agenda
- Next Gen Newsletter
- Youth Ambassadors for Philanthropy Birthday Grants
Strategy Documents
- Bylaws for Foundation Officers
- Contingency & Disaster Recovery Plan
- Evaluation Plans and Results
- Mission Statements
- Statement of Donor Intent
- Theories of Change
Policies
- Authorization of Grants Policy
- Board Composition
- Board Size and Eligibility
- Board Member Removal Policy
- Code of Conduct – Directors/Officers
- Code of Ethics Policies
- Community Member Compensation Policy
- Confidentiality Statement
- Conflict of Interest Policies
- Credit Card Policy and Procedures
- Discretionary Grants Policies
- Discretionary Grants Checklist
- Decision Making Policy
- Disaster Grantmaking Plan
- Emergency Succession Plan
- Final Succession Policy
- Harassment and Discrimination Policy
- Investment Policy Statement
- Investment Policy Statement With Impact Investment Components
- Investment Dashboard
- Leadership Transition Plan (Succession Plan)
- Parental Leave Policies
- Personnel Policies
- Procedures for External Board and Committee Service
- Records Retention Policy(1)
- Records Retention Policy(2)
- Remote Work Policy
- Sick Leave Policy
- Social Media Policy
- Spending Policy
- Succession Plan for Executive Director / Chief Executive Officer
- Telecommuting Policy & Procedure
- Term Limits and Rotation Policies
- Travel Expense Reimbursement Policies
- Whistleblower Policy
Grantmaking
- Corporate Giving Program Guidelines
- Declination Letters
- Expense Tracking Spreadsheet
- Electronic Grant Transfers
- Financial Review Form
- Guidelines for Linking Grantmaking and Mission
- Grant Applications
- Grant Dashboard
- Grant Guidelines
- Grant Award Letters
- Grant Agreements
- Grant Report Forms
- General Operating Support Guidelines
- Grant Evaluation Rubric
- Grantmaking Process Flow Chart (Place-based Grants)
- Grantmaking Process Flow Char (Traditional Grants)
- Grants Process Flow Chart
- Guidelines for Due Diligence
- Guidelines for Saying No
- Letter of Inquiry Review Form
- Letter of Inquiry Response
- Landscape Scan Document
- Loan Applications
- Loan Agreement
- Matching Grant Agreement
- Policy and Consideration for Awarding Multiyear Support
- Proposal Review Pending Letter
- Requests for Additional Information
- Proposal Assessment Forms
- Proposal Summary Form
- Recommendation to the Board
- Sample Donor Receipt Letter, for Donors to a Foundation
- Sample Questions to Collect Grantee Demographic Data
- Site Visit Guidelines
- Site Visit Reports
- Site Visit Evaluation Checklist
- Streamlined Application
- Streamlined Application for Returning Grantees
- Tool for Guiding Applicants in Grant Writing
Administration
Staff
- Administrative Staff Position Descriptions
- Employment Application
- Interview Questions – CEO
- Reference Check Questions
- Employment Agreement
- Request for Proposals: Bookkeeping/Accounting Services
- Executive Director Evaluations
- Employee Evaluations
- Employee Self-Evaluation
- Employee Personal Planning and Goal Setting
- Exit Interview
- Executive Director Position Descriptions
- Sabbatical Leave Policy
- Sample Employee Manual
- Table of Contents for Small Foundation Operations Manual
- Teleworking Introduction (Zoom)
Consultants
- Consulting Services Request for Proposals
- Phone Script for Consultant Interviews
- Consulting Contracts
- Audit Request for Proposals
- Audit Contract
- Hiring Investment Professionals