Help with your Grant Report

Why do we ask for an End of Grant Report?

Your End of Grant Report is important as it enables us to see the impact of your project. The success of your project can inspire giving in potential and existing Fund Holders and increase the level of support we can offer to local projects.

Of course, our Fund Holders also want to be confident that the money they have given is being used as they intended… and when they are happy, they are more likely to provide more support. It may help to remember that behind every Community Foundation grant is an individual, family or panel of local people who have decided to award a grant to your project.

Returning a completed End of Grant Report and the supporting documentation is one of the key conditions of your grant award and will enable your organisation to be considered for future grants. We are hugely grateful for every report which is received fully completed and in a timely manner.

Your step-by-step guide to the End of Grant Form:

  1. What was the grant spent on? Please tell us about how the grant award was spent

    Please describe how you spent the funds – for example what activities were run, what salaries were funded. This should correspond to your original application.

  2. Project Budget – breakdown of the agreed project activity budget

    We are not currently requiring grantees to upload receipts and other evidence of expenditure however you may be asked to provide this by a member of the Grants Team.

  3. Please tell us how your project and this grant has made a difference to the lives of beneficiaries and the wider community? What has been the impact of your work?

    This is your opportunity to describe the impact your project has had on your participants. What difference has the grant made to the lives of the people you support?  This is the ‘So What?’ question, more than describing what you did, this is why you did it.

  4. How have you measured and evaluated the difference your work has made to your beneficiaries?

    What tools have you used to measure the difference you have made? How do you know your project has worked? Have you had lots of encouraging feedback? Use this section to report back as fully as possible against those specific outcomes which you agreed to measure at application stage.

  5. Please provide a case study or personal ‘story of change’ to demonstrate how you have made a difference. You might include quotes or feedback from people who have been involved in your project.

    Although we just ask for one case study, it is the personal examples of individuals who have benefited that really bring the report to life.

  1. Were there any challenges during the period of this grant and how did you resolve them?

    We understand that things do not always go to plan, and you may have needed to adapt your project.

  1. Please note any media coverage or publicity that you have received whilst in receipt of this grant.

    We are keen to support your promotion of your work and this information will help us with this.

  2. Feedback

    Answer some short questions about how you have found our application process. We are continually looking to improve our service to groups, so your feedback is very helpful.

  1. Declaration

    Please remember to sign your form.

Publicity materials and photographs:

High quality photographs make a huge difference to the information we are able to provide to Fund Holders, enabling them to see the impact of their giving.

Please send us photos and case studies by emailing our Marketing and Events Manager, Hana Rhodes, or sharing via our Twitter or Facebook pages so we can share your success with our followers and supporters!

Do let us know what level of permission you have for the photos to be used. We can certainly keep them confidential for our internal use if you need us to, but we would also love to use them in publicity if you allow us.

We really enjoy seeing any publicity materials you have produced or local news items you may have featured in. As per your conditions of grant, please ensure that any publicity directly relating to the project our grant has funded acknowledges our support.

Annual report and accounts:

Your annual report and accounts should clearly show the grant award from the Community Foundation for Surrey, treated as Restricted Income (unless specifically noted as unrestricted).

The relevant accounts may not be available when you report back to us, please let us know when you expect these to be available. Please then make a diary note to send us a copy in due course.

Further support

These are just a few hints and tips about completing your report. If you feel you need further advice and support at any time in the application or evaluation process please contact our Grants Team.