Making sure your annual report is complete

Once you have completed your annual report, use the following checklist to make sure you haven't forgotten anything.

Have you:

Appointed a project manager or assigned responsibility to one person?
Determined if you have a committee, such as a communications and marketing committee, to lead the process?
Established the due date?
Plotted deadlines on your calendar and established a timeline?
Held an initial meeting to brainstorm ideas and key messages?
Notified those that will be responsible for providing content - board members, committee chairs, staff or volunteers?
Notified your treasurer of what financial information will be required and by when?
Identified who will provide the final approval of content?
Determined what photographs are available and arranged and coordinated others if required?

Will your annual report be:

Does your annual report contain:

Mission statement
Chair / CEO's message (keep these as brief and lively as possible)
Committee reports
Accomplishments / key achievements
Financial statements
Thank you messages - donors, volunteers, members, grantmakers, sponsors, contributors
Case studies
All regulatory and legal requirements (click here for the law, state by state)
Future plans

Does your annual report:

Make use of as many relevant statistics as possible?
Focus on quality, not quantity?
Avoid the use of complex words?
Contain content that is clear, concise, consistent, upbeat and honest?
Contain contact details and information about how people can volunteer, donate, sponsor or get more information about your organisation?
Explain how your organisation is constituted and governed and outline the corporate structure of your organisation, including details of board members and senior management?

Have you:

Triple checked facts and figures, the spelling of names and the accuracy of captions?
Had the report proofread by at least two people?
Sought permission from donors before publishing personal details?
Simplified complex financial information by the use of tables, charts and lists that are immediately understandable to the everyday reader?
Asked your treasurer to ensure all financial information is clear and accurate?

Do you have a professional designer (if necessary and your budget permits) or a volunteer?
Is the cover attractive and professional, with a striking image? Does it have a similar feel to your other documents?
Have you made use of descriptive headings to improve readability and promote scanning?
Is the use of fonts and colours consistent?
Have you included high-quality photos and graphics with compelling captions?

Have you:

Decided who will present the report at your AGM?
Considered entering your report into an annual report competition?
Gathered feedback on what worked and what didn't?
Made a plan to record information and events over the coming year to include in your next report?
Thanked sponsors?

To increase its usefulness as a marketing tool, your annual report should be made available to a number of groups, including:

Members
Sponsors
Donors
Volunteers
Fundraisers
Business or community partners
Applicable local councils or local government bodies
Applicable local state and federal politicians, as well as relevant state or federal ministers
Grantmakers (send a copy of your annual report with your application where possible)
Media organisations
Potential sponsors or partners
Potential new board or committee members
Applicable industry organisations or governing bodies