Change
Change
Home Know Bharat Social Challenges States & UTs  Villages About Us
Welcome to the Capacity Building Forum on IndianNGOs.com
Capacity Building
Home

Legalities
Forming an NGO
Societies Act
Trust Act
Section 25

NGO Certifications
35 AC
80 G
FCRA
Income Tax
PAN No
TAN No
Finance Act 2009
Tax Amendments

Capacity Building
Vision
Mission
Governance
Fund Raising

Human Resources
Leaves
Sexual Harassement
PPF
Insurance
KRA

 

Documentation
Annual Report
Correspondence
Filing Returns
Financial Documentations
Proposal Writing
Report Writing

Forms
80 G application
12 A application
Correction Form
FC 3
FC 8 f
80 G application
12 A application
Correction Form
FC 3
FC 8 for FCRA reg
3 A for filing return
Form 10
Form 10 B
Form 12 BA
Form 16
Form 16 A
Form 24 Q
Form 26 Q
Form 49 A
Form 49 B TAN appli
Form 56
Form FC 4
Form FC 6
Form FC 1
Form FC 2
FCRA reg
3 A for filing return
Form 10
Form 10 B
Form 12 BA
Form 16
Form 16 A
Form 24 Q
Form 26 Q
Form 49 A
Form 49 B TAN appli
Form 56
Form FC 4
Form FC 6
Form FC 1
Form FC 2

 

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.


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

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

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.

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

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.