This document provides guidance on how to write an annual report for a non-governmental organization (NGO). It discusses including an introduction, essential details about the NGO's activities over the past year, and future goals. The document recommends planning in advance by identifying audiences, collecting data and involving relevant staff. It also provides tips for an effective report such as using design elements like photos and graphs, explaining financial information, and distributing the report digitally and in print.
4. An Annual report is a comprehensive report
on an NGO’s activities throughout the
preceding year.
Annual report is the single Marketing tool of
an NGO which is sent to various stakeholders
of the Organization. It is focused on
highlighting the achievements and successes
in the preceding year.
5. Compliance – Submission of an Annual report
is mandatory for an NGO at the time of filing
their returns.
Recognize important people – like donors,
partners, volunteers, members of an NGO
Credibility – Through an Annual report you
can maintain support and credibility for your
NGO’s brand
6. Demonstrate work – Preceding year work
(activities and projects) is shared with donors,
Government, Donor agencies for fund-raising
purpose
Create historical progress report
Preparing an Annual report is good
management practice
7. Inspiration for existing team of Members,
Volunteers, Staff, Donors etc. stakeholders
Motivation for potential volunteers, staff and
donors
Readership and Engagement – Detailed
report about the activities done and future
goals etc. increases accountability of an NGO
9. should be comprehensive and attractive
Should include sufficient and digestible
information
Should contain simple language, short
sentences
Should include all the important information
about the NGO
10. Should maintain balance between information
and creativity in presentation
Should be properly conceptualized in size,
format and paper to be used
Should have enough of graphics, photos,
charts, tables etc.
Should be environment friendly
11. Should tell the story of your organization
from human experiences perspective
should give explanatory paragraphs about
your Financials statements for Non-finance
people
Should tell about the social impact created by
the activities and projects in preceding year
should explain your future goals
13. Identify your audiences
Charity Commission
Board Members
Volunteers
Funders/ Donors/ Donor Agencies
Government
Partners
Supporters and Well wishers
Elected Officials
Potential Members/Staff/Volunteers/Donors
14. Statutory Information
Social Impact of your Activities and Projects
Accomplishments
Milestones achieved
Funds Utilization
Future Goals
15. Keep all documents up-to-date including your Project
reports, activities reports, minutes, financials etc.
Record every activity – take photos, videos, testimonials &
Interviews of beneficiaries and partners, volunteers
involved
Prepare a Checklist of items/data required for preparing
an Annual report
Prepare a Outline/Format
Plan content of every section of Annual Report in advance
16. Executive Member
Board Members
Admin staff
Staff
Financial Person
Creative Member/Voluteer/Freelancer
Outsiders – for feedbacks and testimonials
CS/ Consultant if required
18. Cover Page
• Innovative Title e.g. ‘Impact Report’
• Attractive Design/Photos
• Logo/ Address/ Phone number/Email/Website
• Year of Annual Report
Executive Summary
• Greetings
• Opening words
• Overview of Annual Report
19. Index/ Contents
Precise Names of Chapters with Page numbers
From the Desk of
Founder/President/CEO/Managing Trustee
• Personal Reflection of year’s activities
• Highlights, Major accomplishments, Milestones
• Plans for following year
• NGO industry trends
• Acknowledgements
20. Basic Information about the NGO
• Organization details
• Vision, Mission, Objectives
• List of Governing body members
• Organization Structure/Organogram
• Legal Status ,Contact Details
• Details of Income tax exemptions, FCRA details
• Banker and Auditor details
• Other Statutory Information
• Membership and Partners
21. Section wise Programs/ Project Description
• Outline of activities, projects
• Problem, Solution, Impact assessment
• Details about the nature, venue, duration of
activities
• People Involved – Beneficiaries, Partners,
Volunteers
• Challenges Faced
• Key accomplishments and learning
22. Capacity Building
• Training of Staff
• Volunteers Registration Drive
• Advocacy, communication & local ambassadors
• Scaling up the pilot projects
• Call for action
Research and Evaluation
• Summary of Research and their findings
• Monitoring and evaluation of systems
23. Marketing and Awareness
• Brand building activities
• Social Media Marketing Reach
• Publications
• News and Public Relationship
• Future Target
Future ahead
• Ambition and Long term strategies
• Opportunities and Future Plans
24. Financials
• Treasury report
• Budgets and Financial Analysis
• Funds received and allocations
• Key Financials - Pie Charts, Trends
• List of Donors
• Major Future Expenses
• Audited Financial Statements
• Financial Summary and Notes on AFS
26. Launching Annual Report
• Event of an NGO / Annual General Meeting
• Virtual Launch
Distribution
• Detailed Version to Donors, Regulator
• Condensed version for right audience
• Annual Report + Visiting Card + Flyer of Upcoming
program details in a paper-bag
27. Different versions of Electronic Annual Reports
can be prepared
• PDF format
• Video
• PowerPoint
• Podcasts
Optimize your E-Annual report for Email and
Website, Mobile Phone viewing
Share on Social Media like Linked In, Facebook
Page, Twitter handle of NGO etc. Keep track of
Analytics/insights/clicks/views/downloads
28. Collect and Organize data
Decide whom to involve
Decide theme and narrative
Keep Executive address short
Accomplishment and not activities
Effective Design and Format
Use case-studies, testimonials
Don’t overload
Use simple language, good fonts
Use visuals photos, graphs, charts, tables etc.
29. Give correct captions to the photos
Stay on brand
Statistics can tell great stories
Stand out texts, quotes
Consistency is essential
Don’t talk about internal stuff
Explain Financials
Don’t brag about Fundraising
Triple Check Donor’s list
Ample Thanks and Call for Action
Go Digital