So, you finally landed that big grant. High fives all around! Now what? Most people assume the hard part is over after receiving that beautiful “congratulations” email. But here’s the truth: the real work begins after the money hits your account. That’s why you need a bulletproof Post-Award Grant Management Checklist—because mismanaging a grant can ruin your credibility, get you blacklisted from future opportunities, or even force your organization to return the funds.
Whether you’re new to the grant game or a seasoned pro juggling federal, foundation, or corporate grants, this checklist will be your secret weapon.
Let’s walk through the must-dos, the don’t-forgets, and the what-no-one-ever-tells-you parts of managing a grant post-award.
PS: If you want exclusive templates, cheat sheets, and insider walkthroughs on grant management, subscribe to the Grant Writing Academy Newsletter—and join our Founding Membership for early access to all premium resources.
1. Celebrate… Responsibly
You earned the grant. Go ahead, pop some sparkling cider.
But keep one hand on the steering wheel—you’ve got obligations now.
The grant award isn’t free money; it’s a contract.
Checklist:
- Review the official award notice carefully.
- Double-check funding amounts, restrictions, and project period.
- Thank the funder publicly (if appropriate) and privately.
- Communicate the award internally with your board, staff, and finance team.
- Save a copy of the signed agreement in your grant records (both physical and digital).
2: Understand the Terms Inside Out
Before you spend a penny, you must understand the expectations. Many funders (especially federal agencies) require compliance with complex regulations like the Uniform Guidance (2 CFR Part 200).
Checklist:
- Identify reporting deadlines (financial and programmatic).
- Note any match or cost-share requirements.
- Understand allowable vs. unallowable expenses.
-
class="task-list-item"> Know if there are procurement rules (especially for equipment/services).
- Review indirect cost rate policies.
Pro tip: If the language is too dense, call the program officer. It’s better to ask questions now than scramble later when something goes sideways.
3: Set Up Your Infrastructure
The first 30 days post-award are crucial. That’s when you set the tone for the rest of the grant period. Think like a project manager.
Checklist:
- Create a detailed implementation calendar with activities and deadlines.
- Open a dedicated grant account or set up clear budget codes in your accounting software.
- Assign a point person or project manager for the grant.
- Clarify roles and responsibilities for team members.
- Schedule recurring check-ins (monthly or bi-weekly) to review progress.
Example: A youth empowerment nonprofit in Texas assigned each grant activity to a Google Sheet with color-coded ownership. They stayed on track and impressed the funder so much they got invited to apply again—with no competition.
4: Train Your Team (Yes, Everyone)
You’d be surprised how many grant teams crash because the staff don’t know what the grant actually covers. Your outreach team shouldn’t be offering free yoga classes when the grant pays for literacy programs.
Checklist:
- Host a kickoff training session.
- Provide staff with a summary of the grant objectives and budget.
- Explain what can and cannot be charged to the grant.
- Give your team tools for tracking time, receipts, and outcomes.
- Ensure staff know when reports are due and what’s expected.
CTA: Want customizable kickoff meeting slides and grant team training materials? Join the Grant Writing Academy Founding Membership today.
5: Track Your Spending (Like a Hawk)
This is where dreams die—or thrive. If you can’t demonstrate proper financial stewardship, you’ll get flagged.
Checklist:
- Use time tracking software (especially for staff funded partially by the grant).
- Keep digital and physical records of every expense.
- Perform monthly reconciliations.
- Document all in-kind or matching contributions.
- Stay under budget, but don’t hoard funds—spend as planned.
⚠️ Red Flag: Don’t wait until report time to look at your finances. That’s how mistakes slip through, especially on multi-year or federal awards.
6: Monitor Performance and Outcomes
You didn’t get the grant to “just do stuff.” You got it to achieve specific, measurable outcomes. Don’t wait until the final report to start measuring.
Checklist:
- Review the original logic model or outcome framework.
- Identify KPIs (key performance indicators) and create dashboards.
- Collect baseline data early.
- Schedule mid-point and final internal reviews.
- Adjust your strategy based on real-time data.
Example: A women’s shelter funded to increase client employment rates added monthly check-ins to catch dropouts early. It saved them from missing their goal.
7: Report Like a Boss
Good reports = happy funders = future funding. Period.
Checklist:
- Know whether reports are monthly, quarterly, or annual.
- Use the funder’s required format (template, portal, email, etc.).
- Include data, stories, challenges, and next steps.
- Have reports reviewed by someone not involved in day-to-day work.
- Submit early when possible.
Pro tip: Tell a compelling story. Don’t just say “We served 500 students.” Say, “500 students walked into our after-school program unsure of their potential. Today, 70% report improved confidence—and 60% raised their math scores by one full grade level.”
8: Stay in Touch with Your Funder
Think of your funder like a strategic partner, not a distant ATM.
Checklist:
- Send thank-you notes or emails periodically.
- Share media coverage or milestones with them.
- Invite them to events or presentations.
- Update them if there are changes in leadership, timeline, or budget.
- Be transparent when challenges arise.
Story: One rural clinic in Georgia flagged a staffing issue to their funder early and proposed a modified timeline. Not only did they keep their funding, but the funder offered free consulting support.
9: Prepare for the Audit or Site Visit
Whether it’s a scheduled audit or a surprise check-in, you should always be “audit-ready.” Build the habit, and you won’t scramble when the call comes in.
Checklist:
- Organize all financial and program files.
- Keep backup documentation for every major expense.
- Archive all reports submitted.
- Document communications with the funder.
- Run internal audits or peer reviews at mid-point.
10: Close Out Cleanly—and Strategically
The grant might be ending, but your relationship with the funder doesn’t have to. A smart closeout can unlock new opportunities.
Checklist:
- Submit all final reports on time.
- Send a closeout letter thanking the funder.
- Conduct a post-mortem with your team: What worked? What didn’t?
- Organize materials for replication or scale.
- Ask your funder for feedback—and future opportunities.
Don’t ghost the funder. Stay visible. You may be top of mind for their next funding round.
Final Thoughts: Post-Award Grant Management Checklist You Need
The Post-Award Grant Management Checklist You Need is your insurance policy against grant chaos. Winning a grant gets you in the game—but managing it well makes you unforgettable.
Whether you’re working with federal agencies, private foundations, or corporate funders, how you handle the grant after award sets the tone for everything that follows.
You don’t need to reinvent the wheel or do this alone.
Ready for more?
- Subscribe to the Grant Writing Academy Newsletter for weekly wisdom, cheat sheets, and grant game-changers.
- Join the Grant Writing Academy Founding Membership to get exclusive post-award templates, reporting trackers, and insider walkthroughs that save time and keep your funders smiling.
