How to write an Annual Report

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.

An Annual Report is a single tool which is sent to various stakeholders of organization.

Purpose of sending an annual report is to familiarize them with organizations 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

 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

Be

should

environment

feel

wow

friendly

and

while

picking

email

your

up
annual

your

annual

report.

to

stakeholders.

reports

Useful templates for Annual Reports are given below:

Template

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.

----------------------------------------------------------------------------------------------------------------------------

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

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organization.