| How to Write an Annual
Report
Purpose:
The purpose of an Annual Report is to ensure that your organization
communicates its past performance and future goals in a clear and
concise way so as to convince and attract your shareholders and donors
to continue their contributions.
Why it is important to write Annual Report:
An Annual Report is a single tool of marketing of NGO which is sent
to various stakeholders of organization. Purpose of sending an annual
report is to familiarize them with organization’s objectives,
mission, projects and people. Annual Report is very significant document
for the donors of organization. Organization establishes its accountability
towards their donors through annual report. In annual report, donors
should be given concrete evidences of activities for which they have
paid an amount. Annual report is a piece through which organization
shows that donations made by them are used wisely. Annual report is
a general document which helps organization in generating their trust
in the society. Key purposes of having an Annual Report are as under.
• Submission of annual report is mandatory for any NGO
at the time of filling their returns
• Annual report is
given to donors, stakeholders, partners, and people with public figure
to inform them about activities and impact of NGO
• Annual
Report as an important instrument to establish credibility of organization
Essentials of good Annual Report:
• The Annual Report
contains a description of the main activities, a review of the progress
and results achieved in the year; and information on the Board members’
names, position in the Board, remuneration or reimbursement and should
contain brief financial details
• Maintain a right balance
between an informative and creative part of annual report.
• The design of your annual report is as important as its content.
Both works together to project a professional image of your organization.
• Innovative graphic designs should be given in Annual
Report to meet your projects goals
• Annual Report requires
to be properly conceptualized with suitable size, format and paper
• People should feel “wow” while picking up your
annual report.
• Be environment friendly and email your
annual reports to stakeholders.
Useful templates for Annual Reports are given below:
Template I – Annual Report by Population
Foundation of India
1. Index / Contents: It contains the list of each chapter
written in annual report. Precise relevant titles should be given
to these chapters along with page numbers.
2. Governing Board: Brief description about the people sitting on
the board. Brief profile and achievements of Chairperson can be
given in single paragraph
3. Advisory Council: Brief description about the people sitting
on the advisory council. Brief profile and achievements of Chairperson
can be given in single paragraph
4. Statement by Chairperson or Vice-Chairperson: One or two page
note by any one of them that will explain the overall impact of
the organization which has been made in the entire financial year.
They can also mention about the major success stories and overall
growth of organization in various aspects.
5. Acknowledgements: Acknowledgements should be given to Board as
well as advisors of organization. Also we need to mention the Funding
Agencies, Corporates & Government Departments who have funded
the organization through various projects.
6. Photo Memories of Governing Board for the -----------------------------------------
(Name of organization)
7. Quotes stating the success of the organization on one single
page
8. Project Interventions: This includes detailed report about the
implementation of a particular project which explains the nature
of activities undertaken, number of beneficiaries served through
programme, achievements, nature of partnerships, new initiatives
as well as scope for replication. It can also include the Success
Stories. Photographs should also be included in this section which
will be self explanatory for various activities.
9. Capacity Building: Here you can mention about your efforts that
you undertake to train the staff of your organization. It should
explain all the components which you focused for capacity building
of their own NGO. Number of training programmes, photographs, number
of staff who attended the same should be written in this section.
10. Research Studies & Evaluation: Explain about your monitoring
& evaluation systems which will support your efforts. Write
about your research activities undertook throughout the year. Give
the information in such kind of documentation which will support
your advocacy efforts. Explain about brief subject of research.
Explain about your geographical focus. Explain your sample size
and design followed by key findings. You can have a separate text
box for the information of any activity which has been undertaken
in the direction of research and advocacy.
11. Advocacy and Communication: Explain your advocacy and communication
strategies and initiatives. Give details about the people to whom
you approach through advocacy efforts.
12. Scaling up the pilot projects: Give description about the pilot
projects which you have started to implement. It also explains the
opportunity for the NGO across the sector.
13. Publications: Give the names of all your publications and the
brief introduction about each of them.
14. Financial Summary: Give your audited balance sheet and statement
of Income & Expenditure for the financial year ended.
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Template II – Annual Report by Tata
Institute of Social Sciences (TISS)
1. Contents
2. Director’s Convocation Address
3. Re-Imagining Futures: Making Excellence Count Annual Report 2006-07
an Introduction
4. Highlights 2006-07
5. Awards, Scholarships & Fellowships
6. New teaching Programmes
7. Research and Publications
8. Field Action
9. Training & Extension
10. Knowledge and Learning Resources
11. Students
12. Alumni
13. Organization and Management
14. Convocations
15. Conclusion
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Template III – Simple way of writing
an Annual Report:
1. Organizational Details: It includes details about management,
contact details, details about legal status of organization, details
of FCRA registration, details of income tax exemptions, PAN Number,
Details of Auditors and Bankers. You can also include Organogram
stating the organizational structure right from Board of trustees
to clerical division
2. Membership & Partners: It includes the name of the organization
to whom partnership has been made. Give details about the purpose
of such partnership. Write the sectors of operation in which you
are undertaking the various activities along with the partnership.
Give due remembrance to the trustee if he / she is expired.
3. Training Activities: Give an overview of the training programmes
held in the entire financial year. Briefly describe the content
of programme as well as participants of the programme. Give some
quotes which will show the feedback from participants.
4. Details of various programmes and projects implemented throughout
the year.
Note:
1. There could be a sound title to your annual report which will
show the work that you do. For example: Touching Lives, Making Change……..
(Title given to Annual Report by American India Foundation, 2007)
2. Vision and mission of an organization could be a initial page
of your annual report or it can be written somewhere in the beginning
of your section of wok highlights.
3. Annual report should contain header and footer with, proper layout
and page numbers. Put the photographs, pictures, maps, charts and
graphical presentations to explain your achievements. It would be
very easy for readers to understand the content of the annual report.
You can also have appendices to give authorized explanations of
the various activities. This practice ensures a transparency towards
our donors, beneficiaries, media and society at large.
4. You can have a separate section to specify the names of donors
and sponsorers that will give credibility to your organization.
You can describe the sources of support in table form or in descriptive
form.
5. You can have a separate section stating the details of operating
staff and details of branch offices of your organization.
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Annual Report – Input given by Sevamandir
Framework for the annual report of the organization
may build up around the major programme areas which are implemented
by organization. E.g. Sevamandir focuses on (1) Livelihood programme
which includes Natural Resource Development as well as Income Generation
programme, (2) Human capability programme which includes Health,
Education, Women Empowerment and Child Development Programme, (3)
Institutional Building programme which includes Village Development
Fund Programme, People’s management school programme.
Every annual report should contain the list and details
of funding agencies, corporates, individual donors etc. This ensures
the transparency which is again a basic component of governance
of the organization.
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