This document provides guidance on how to write an annual report for a non-governmental organization (NGO). It discusses including an introduction, essential details about the NGO's activities over the past year, and future goals. The document recommends planning in advance by identifying audiences, collecting data and involving relevant staff. It also provides tips for an effective report such as using design elements like photos and graphs, explaining financial information, and distributing the report digitally and in print.

1. How to write an Annual Report of an NGO ?
- Deepak Doddamani (Founder, Ashwamedh Foundation)

2.  Lession 1: Introduction to an ‘Annual Report’
 Lession 2: Essentials of Annual Report
 Lession 3: Planning and Preparation
 Lession 4: Writing an Annual Report
 Lession 5: Distribution
- Deepak Doddamani
(MMS, B.Tech, NCIAP, NCMP-4, NET in Management)

3. - Deepak Doddamani (Founder, Ashwamedh Foundation

4.  An Annual report is a comprehensive report
on an NGO’s activities throughout the
preceding year.
 Annual report is the single Marketing tool of
an NGO which is sent to various stakeholders
of the Organization. It is focused on
highlighting the achievements and successes
in the preceding year.

5.  Compliance – Submission of an Annual report
is mandatory for an NGO at the time of filing
their returns.
 Recognize important people – like donors,
partners, volunteers, members of an NGO
 Credibility – Through an Annual report you
can maintain support and credibility for your
NGO’s brand

6.  Demonstrate work – Preceding year work
(activities and projects) is shared with donors,
Government, Donor agencies for fund-raising
purpose
 Create historical progress report
 Preparing an Annual report is good
management practice

7.  Inspiration for existing team of Members,
Volunteers, Staff, Donors etc. stakeholders
 Motivation for potential volunteers, staff and
donors
 Readership and Engagement – Detailed
report about the activities done and future
goals etc. increases accountability of an NGO

8. - Deepak Doddamani (Founder of Ashwamedh Foundation)

9.  should be comprehensive and attractive
 Should include sufficient and digestible
information
 Should contain simple language, short
sentences
 Should include all the important information
about the NGO

10.  Should maintain balance between information
and creativity in presentation
 Should be properly conceptualized in size,
format and paper to be used
 Should have enough of graphics, photos,
charts, tables etc.
 Should be environment friendly

11.  Should tell the story of your organization
from human experiences perspective
 should give explanatory paragraphs about
your Financials statements for Non-finance
people
 Should tell about the social impact created by
the activities and projects in preceding year
 should explain your future goals

12. - Deepak Doddamani, Founder of Ashwamedh Foundation

13.  Identify your audiences
 Charity Commission
 Board Members
 Volunteers
 Funders/ Donors/ Donor Agencies
 Government
 Partners
 Supporters and Well wishers
 Elected Officials
 Potential Members/Staff/Volunteers/Donors

14.  Statutory Information
 Social Impact of your Activities and Projects
 Accomplishments
 Milestones achieved
 Funds Utilization
 Future Goals

15.  Keep all documents up-to-date including your Project
reports, activities reports, minutes, financials etc.
 Record every activity – take photos, videos, testimonials &
Interviews of beneficiaries and partners, volunteers
involved
 Prepare a Checklist of items/data required for preparing
an Annual report
 Prepare a Outline/Format
 Plan content of every section of Annual Report in advance

16.  Executive Member
 Board Members
 Admin staff
 Staff
 Financial Person
 Creative Member/Voluteer/Freelancer
 Outsiders – for feedbacks and testimonials
 CS/ Consultant if required

17. - Deepak Doddamani (Founder of Ashwamedh Foundation)

18.  Cover Page
• Innovative Title e.g. ‘Impact Report’
• Attractive Design/Photos
• Logo/ Address/ Phone number/Email/Website
• Year of Annual Report
 Executive Summary
• Greetings
• Opening words
• Overview of Annual Report

19.  Index/ Contents
Precise Names of Chapters with Page numbers
 From the Desk of
Founder/President/CEO/Managing Trustee
• Personal Reflection of year’s activities
• Highlights, Major accomplishments, Milestones
• Plans for following year
• NGO industry trends
• Acknowledgements

20. Basic Information about the NGO
• Organization details
• Vision, Mission, Objectives
• List of Governing body members
• Organization Structure/Organogram
• Legal Status ,Contact Details
• Details of Income tax exemptions, FCRA details
• Banker and Auditor details
• Other Statutory Information
• Membership and Partners

21.  Section wise Programs/ Project Description
• Outline of activities, projects
• Problem, Solution, Impact assessment
• Details about the nature, venue, duration of
activities
• People Involved – Beneficiaries, Partners,
Volunteers
• Challenges Faced
• Key accomplishments and learning

22.  Capacity Building
• Training of Staff
• Volunteers Registration Drive
• Advocacy, communication & local ambassadors
• Scaling up the pilot projects
• Call for action
 Research and Evaluation
• Summary of Research and their findings
• Monitoring and evaluation of systems

23.  Marketing and Awareness
• Brand building activities
• Social Media Marketing Reach
• Publications
• News and Public Relationship
• Future Target
 Future ahead
• Ambition and Long term strategies
• Opportunities and Future Plans

24.  Financials
• Treasury report
• Budgets and Financial Analysis
• Funds received and allocations
• Key Financials - Pie Charts, Trends
• List of Donors
• Major Future Expenses
• Audited Financial Statements
• Financial Summary and Notes on AFS

25. - Deepak Doddamani (Founder of Ashwamedh Foundation)

26.  Launching Annual Report
• Event of an NGO / Annual General Meeting
• Virtual Launch
 Distribution
• Detailed Version to Donors, Regulator
• Condensed version for right audience
• Annual Report + Visiting Card + Flyer of Upcoming
program details in a paper-bag

27.  Different versions of Electronic Annual Reports
can be prepared
• PDF format
• Video
• PowerPoint
• Podcasts
 Optimize your E-Annual report for Email and
Website, Mobile Phone viewing
 Share on Social Media like Linked In, Facebook
Page, Twitter handle of NGO etc. Keep track of
Analytics/insights/clicks/views/downloads

28.  Collect and Organize data
 Decide whom to involve
 Decide theme and narrative
 Keep Executive address short
 Accomplishment and not activities
 Effective Design and Format
 Use case-studies, testimonials
 Don’t overload
 Use simple language, good fonts
 Use visuals photos, graphs, charts, tables etc.

29.  Give correct captions to the photos
 Stay on brand
 Statistics can tell great stories
 Stand out texts, quotes
 Consistency is essential
 Don’t talk about internal stuff
 Explain Financials
 Don’t brag about Fundraising
 Triple Check Donor’s list
 Ample Thanks and Call for Action
 Go Digital