How to write a statement of activities for a nonprofit grant proposal

Photo credit: Romain Dancre on Unsplash

Last year, I guided an Indigenous-led NGO I work with to apply to an open call for proposals from the United Nations Development Program. And they won the grant! 

When that grant finished, they were invited to apply for a follow-on grant for $110,000. And last month they received word that they won that too! 

Each time, their proposal was grounded in who they were as an organization, what they do, the innovation in the work and… their detailed plan that proved they knew what they were talking about and were ready to act. 

When nonprofits and NGOs aim to secure funding, it’s both the big vision that wins over funders AND the tangible, actionable steps that make it clear that you can get there. Today, I want to talk about the latter.  

This specific project information is what you can call a Statement of Activities. 

A well-crafted nonprofit Statement of Activities serves as the blueprint for your project, detailing the specific actions your organization will take to achieve its objectives. In this post, we’ll explore how to structure and write this crucial section, while keeping the focus on the power of purpose for your fundraising.

Why the statement of activities matters

Funders want to know exactly how their investment will create impact. The Statement of Activities from your nonprofit or NGO provides this assurance by detailing the steps you’ll take to achieve your goals. 

Structuring your statement of activities

To ensure clarity and effectiveness, follow this structured approach when writing your Statement of Activities:

1. Introduction to activities

Begin with a brief overview that connects the activities to your project’s objectives. This introduction sets the stage for the detailed descriptions that follow. For instance:

"To address the critical need for health education in underserved communities, our project will implement a series of workshops, develop educational materials, and conduct community outreach programs. These activities are designed to promote health literacy and foster sustainable behavior change."

This concise opening links your activities to your mission and the purpose behind your fundraising efforts. Because there is real power in anchoring to the purpose of your fundraising. 

2. Detailed description of activities

Break down each activity with precision. Use the following format to ensure consistency:

Activity title: Clearly name the activity, and feel free to give it a little pizzazz (e.g., "Conduct EmpowerHealth Workshops for Sustainable Change").
Purpose: Explain why the activity is necessary and how it supports your project’s goals.
Timeline: Specify when the activity will occur, offering funders a clear sense of your schedule.
Methods: Describe how you will carry out the activity, including techniques, tools, or resources.
Staffing: Identify who will lead and support the activity, emphasizing team expertise or partnerships.
Evaluation: Outline how you will measure success, whether through surveys, participation metrics, or other indicators.

Here’s an example:

Activity 1: Conduct EmpowerHealth workshops for sustainable change
Purpose: To educate community members about the most critical changes for their health and nutrition
Timeline: January 2025 – March 2025
Methods: Interactive sessions led by trained facilitators, incorporating hands-on demonstrations.
Staffing: Led by nutritionist Jane Doe, supported by local volunteers.
Evaluation: Pre- and post-workshop surveys to measure knowledge gains.

3. Methods and strategies

While the individual activity descriptions may touch on methods, this section provides a broader view of your approach. For example:

"Our experience has identified that when engagement is highest, change is greatest. As such, our methods prioritize participatory techniques to foster engagement. Workshops will include interactive activities, while educational materials will be developed hand in hand with an advisory council of Indigenous community members to ensure cultural relevance."

Highlight any innovative or proven strategies that enhance your credibility and increase the likelihood of success.

4. Staffing and administration

Funders need to know that your team has the capacity to execute the project. Provide details on:

• Roles and responsibilities for each activity.

• Key staff qualifications.

• Partnerships or collaborations that will contribute expertise or resources.

For instance:

"Our outreach programs will be led by Beatrice Dlamini, a nutritionist with over five years of experience in community engagement for health. Additionally, our longstanding partnership with local parishes across our state will amplify our reach."

5. Evaluation plan

Demonstrating a commitment to measuring outcomes is essential. Clearly outline how you will evaluate the success of your activities:

• Specify metrics or indicators (e.g., attendance, survey results, or social media engagement).

• Describe methods for data collection, such as interviews, focus groups, or digital analytics.

• Connect your evaluation plan to the broader goals of your project.

Example:

"We will measure the success of our workshops through pre- and post-session surveys, aiming for a 25% increase in participants’ knowledge of health and nutrition."

6. Sustainability considerations

Funders want to see that their investment will have a lasting impact. Briefly discuss how you plan to sustain the activities beyond the grant period:

• Include plans for securing future funding.

• Mention strategies for community engagement to maintain momentum.

Example:

"To ensure sustainability, we will train the local Indigenous councils to integrate these pillars into community programming."

Remember the power of purpose

• Emphasize impact: Please never make laundry lists of activities or staff or metrics. Keep the focus on how each element contributes to meaningful change. This is critical because fundraising is powered by purpose.

• Align with the funder’s goals: Use language and priorities from the grant guidelines to show alignment.

Final thoughts, and a final client story

Crafting a compelling Statement of Activities requires attention to detail and a focus on purpose. By clearly outlining your activities, methods, and evaluation plans, you’ll not only build funder confidence but also set the stage for impactful implementation. Remember, your activities are the heart of your proposal—they translate your vision into action.

Last month, just a few weeks after that client won the follow-on grant, something else happened. I was wrapping up the 2nd cohort of my Funded with Ease small group grant writing intensive and a Venezuelan NGO participant told me that one of her biggest learnings was: “I now see the importance of being specific and detailed in our proposals, rather than being generic”. She realized the NGO she leads hadn't been providing specific enough information in their proposals, so funders weren't able to see that they really knew their stuff, had a strong team in place and were ready to implement. 

You, and your fundraising team, can do this! By following this structured approach, your organization can effectively communicate how you plan to create change.

If you are wondering how this fits into the grant writing process over all, check out my (free) masterclass on the 5 steps to win grants. And, as always, for additional tips, Candid always has great free fundraising resources.

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