Grant tracker

What it is

Foundations, companies, and local governments give grants to groups doing good work in the community. Each one has its own rules, deadline, and report. This tracker keeps a short list of grants your club can really win, who is writing each one, what you asked for, what came back, and when every application and report is due.

Typical net: $2,000 to $25,000 a year (rough estimate only. A short list of local funders that fit your work beats a long list of long shots.)

Step by step

Before the year starts

• Make a short list of funders that give in your area to groups like yours
• Read each funder's rules: who can apply, how much, and when
• Put one person in charge of each grant
• Enter every deadline and report date in the tracker

About two months before a deadline

• Gather the papers the funder asks for
• Write the program description and budget
• Ask the funder a question if anything is unclear

Two weeks before

• Have a second person read the application
• Get any signatures your club needs
• Check the budget numbers against your treasurer's records

After you apply

• Mark it submitted and note the date
• Send a short thank-you for the chance to apply

When you hear back

• Record the amount awarded, or that it was declined
• Send a thank-you either way
• Put the report due date in the tracker
• Record the money when it arrives

Report time

• Write the report: what you did, how many people it helped, and a photo
• Send it before the due date
• Mark the grant finished and note what to do next year

Tips that work

• Pick a few grants you are a good fit for instead of many long shots.
• Give every grant one owner. Shared jobs get forgotten.
• Start two months before the deadline. Funders can tell a rushed application.
• Keep a folder with the papers funders always ask for, so each new application is quicker.
• Send every report on time. Funders remember who reports well.

Who does what

• Grant lead: Keeps the tracker and the calendar of deadlines
• Writers: Each one owns one or two applications
• Treasurer: Provides budgets and financial statements
• Second reader: Checks each application before it goes in

Papers to keep ready

• Proof of your club's tax status (if the funder asks)
• Your club's mission in two or three sentences
• This year's budget and last year's financial summary
• List of officers or board members
• A few good photos of your club's work
• Letters of support, if the funder asks

Rules to follow

• Read each funder's rules on who can apply. Some only fund registered charities, some only fund certain counties or causes.
• Spend grant money only on what the grant was for, and keep receipts.
• Most grants need a report. Missing one can keep you from getting the next grant.
• Your treasurer should keep grant money and spending easy to trace.

General tips, not legal advice. Check with your city, county, and state.

Getting the word out

• Thank funders publicly when they allow it
• Share photos and numbers from funded work in your newsletter
• Invite funders to see the work in person

Sample announcement

Thank you to [funder] for a $[amount] grant to the [Club name] for [project]. With your help we will [what it does] for [who it helps] this year.

Before you send an application

• Every question on the form is answered
• Budget adds up and matches the request
• Required papers are attached
• A second person read it
• Saved a copy of everything you sent