What records to keep

As you plan and carry out your fundraising, you need to keep organised records.

These are important for your management committee, and also for anyone fundraising for your group now or in the future.

Not sure where to start? Here are some examples of what to record:

  • Your fundraising plan
  • Notes from any meetings where fundraising was discussed
  • Time and resources spent on fundraising
  • Details of funding options that you researched
  • Funders contacted, and what they said
  • Copies of completed application forms
  • Approval and rejection letters or emails

Successful fundraising

It is essential that you keep all the paperwork (and computer files) relating to successful fundraising.

This includes:

  • details of in-kind funding
  • details of donations
  • all correspondence with the funder (including emails)
  • the approved application form or letter
  • a contract if there is one
  • any guidance notes issued by the funder
  • all claims and monitoring reports sent to the funder
  • details of any agreed changes to the activity
  • written confirmation of any important advice you have received over the phone from the funder (you will probably need to ask for this or send an email with notes of your conversation)
  • working papers to show how the budgets and reports were calculated throughout the project

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