Grant Writing: Post Award Toolkit

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Post Award Toolkit – Getting Ahead Before Award

After your application has been submitted, it may take time before you hear more from the funder. In the meantime, if you think you are likely to be successful and awarded the funds, you can start preparing now for successful grant management.

This page will provide you with helpful tips and resources if your application is successful. However, every funder has different requirements and processes that must be followed and may differ from the information on this page. If you are awarded, please consult your funder for their specifications and follow their directions before anything on this page.

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When you receive notice that you have been awarded funding

Once you receive notice that you have been awarded funding, the first step is to begin conversations with your leadership, fiscal staff, and partners to discuss the award, management, and timelines. If not already identified, you must elect a staff member from the project sponsor and lead applicant as the main contact and communicator from the grantee side. Once a contract or agreement is in place, the grantee’s main contact or project manager should create a grant calendar.

Grant Calendar

The grant calendar should include all relevant dates for reporting, evaluation, and any deadline or significant date for the duration of the grant.

Ideally, the next step would be to have a kick-off meeting with all partners. Here you should discuss the award and ask questions, such as:

  • Were there any differences in what was asked for compared to what was awarded?
  • Are there any on-the-ground updates that would have an impact on the project activities?
  • What does the reporting schedule look like?

It’s important that the grant calendar ensures the entire team is aware of the significant dates, including who is responsible for completing or contributing to any deliverable/performance metrics. As the project sponsor, it will also be crucial to have your internal fiscal team aware of the calendar and their roles as well.

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After you receive the award begin the project work

Once you have received the award and started project work it is crucial to track all time, expenses, and any impacts. If there is any confusion in your guidance from the funder, make sure to contact them and receive clarification before taking any actions that can’t be undone.

Consider using grant management software

Depending on the capacity in your organization and the number of grant opportunities you manage at one time, it may be wise to use grant management software to help you:

  • Track staff time - Your organization should have a process in place for staff to track their time spent on grant activities. Whether this is through specific software or more informal estimates.
  • Track all expenses - All grant expenses, such as staff salary, benefits, contracting, and direct purchases should be accounted for, tracked, and documented according to the funder’s requirements. Different expenses will require different supporting documentation.
  • Conduct regular audits and reconciliations - Regularly check that staff time and expenses are progressing as scheduled. Identify and discuss early any deviations from the schedule and involve the funder when appropriate.

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Templates and Document Guidance

This section provides some recommended templates to use throughout your grant management. If you are awarded, please consult your funder for their specifications and always follow the funder’s directions above this guidance.

Reporting

Your funder will have an outlined process for you to follow and report on your grant progress. Different funders will have different formats and timelines. Some will ask for information with every invoice and others may ask only for a final report. It can vary greatly and should be discussed early with your funder and grant team.

If the reporting guidance is open ended and you are unsure what you should include, think about including:

  • Percent Spent Down – This is how much of the grant funds have you spent up to that point. Alternatively, you could include a second metric to represent how much money you have expended in that time frame alone. For example, you may have 70% spent down at the end of this reporting period, but during that period you only spent 10%. There is no right or wrong answer, it all depends on what you planned out for your project. If you are concerned you will not spend down at your anticipated rate or by the end of the grant period, reach out to your funder.
  • Milestones, Accomplishments, and Progress – Did you complete a milestone or goal? Did you work towards one? Relate the report back to the wording and milestones you wrote into your proposal. Depending on the project or schedule, you may not need to complete a milestone for each report, but you must show the funder how you have been working to achieve them.
  • Deviations – Has anything changed from your submitted work plan? If there are significant changes, please discuss those with your funder before taking any action. If there are small deviations within your plan these should be noted. If there were any significant deviations that were discussed and approved by your funder provide explanation on these. It never hurts to have additional documentation
  • Upcoming Concerns – How are you looking ahead and problem solving? For example, if you have low community turn out during your last outreach event, what are you going to do differently next time? Or perhaps a permitting process took longer than anticipated, so how will that impact the implementation schedule? Small things will always happen but identifying them and problem solving early in the process shows that you are adaptable and will help keep the project on track.
  • Attachments – What else can you include? Some funders will have separate submission requirements for final deliverables but always feel free to include attachments that show your work, progress, community participation, and feedback with your reporting. This may not be applicable to every funder and grant situation, but when able it can apply a personal touch that can strengthen the grantee/funder relationship.

Invoice Guidance

Invoices should follow the grant terms and schedule. Invoices that are not submitted on time can cause cash flow problems and may reduce your ability to complete your agreed upon project outcomes and metrics. You should also invoice clearly and consistently. Your funder may have an invoice template for you to use, or you can use your own invoice template. Attach any required reports or supporting documentation and then send your invoice as instructed.

Extra invoice tips

  • The funder may ask you to include specific additional things in your invoices. For example, they may ask for a summary that describes the work that happened during that invoicing period, specific staff names with hours spent on the grant during that invoicing period, and match spend down.
  • It may be helpful to include the total amount spent to date and what it is in a spend down percentage on each invoice’s note section for tracking purposes for you and the funder.

Standard Form 270 for Federal opportunities

Federal opportunities will require a Standard Form 270 (SF-270) for reimbursements or at times advances. The Natural Resources Conservation Service has a detailed guide to help you fill out the form that can be translated to other funders and projects.

Example invoice template

Example Invoice Template – always follow your funder’s directions on invoicing and reporting above this guidance.

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Common Ecosystem Restoration Funder’s Resources for grant management

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Last updated: 03/24/26

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