How to Prepare for a Donor Visit
Get ready for a donor monitoring visit.
Donor visits require preparation to showcase your work effectively. Here is how to use DonorDesk to get ready.
Where DonorDesk helps
- Home and My Work show deadlines, unverified items and compliance blockers.
- Compliance lists what is missing across projects; use Bulk actions to clear items.
- Indicator grid and each indicator's progress card show baseline, target and progress.
- Evidence library filters by verification status and confidentiality.
- Export Center produces the report, indicator table, evidence checklist and a ZIP evidence pack, and the watermarked internal copy is ideal for briefing colleagues.
- Give the visiting donor liaison or auditor a Viewer account if they need read-only access. Check confidentiality labels first.
Timeline for Preparation
4 Weeks Before
- Review donor agreement and requirements
- Identify what the donor wants to see
- List any data gaps
- Assign preparation tasks
2 Weeks Before
- Update all indicator values
- Upload any pending evidence
- Generate or refresh the draft report and clear flagged statements
- Review the compliance checklist
1 Week Before
- Complete data entry
- Verify all evidence and indicator values
- Prepare site visit documentation
- Brief field staff
Day Before
- Final check of all data
- Print necessary documents
- Confirm visit schedule
- Resolve any open items
What to Have Ready
For Desk Reviews
Programme Documents
- Project proposal and logframe
- Latest progress reports
- M&E framework
- Work plans
Evidence
- Evidence library organised by donor requirement
- Verification status confirmed
- Key evidence easily accessible
Data
- Indicator tracking table (baseline, target, actual)
- Data quality assessment
- Any evaluations or assessments
For Field Visits
Site-Level Data
- Site-specific activities and outputs
- Beneficiary lists (if appropriate)
- Photos and success stories
- Site monitoring reports
Organisation Materials
- Organisational structure
- Staff list and roles
- Financial reports
- Policies (child protection, gender, etc.)
Using DonorDesk for Preparation
1. Run the Readiness Report
- Go to your reporting period
- Check the readiness score
- Focus on low-scoring areas
2. Generate a Quick Summary
- Go to Reports → [Period] → Overview
- Export indicator summary
- Pull key achievements
3. Organise Evidence
- Go to Evidence
- Filter by donor requirements
- Verify key files are accessible
- Prepare evidence checklist
4. Prepare Talking Points
Use the dashboard to identify:
- Key achievements since last visit
- Challenges and how they were addressed
- Updates since last report
- Plans for next period
What Donors Typically Ask
Programme Questions
- What have been the main achievements?
- What challenges have you faced?
- How do you track progress against targets?
- What is working well?
- What needs to change?
Preparation: Review your logframe, indicators, and latest report draft.
Financial Questions
- How much has been spent?
- Are there any variances from budget?
- How is value for money being achieved?
- What are the remaining funds for?
Preparation: Have financial tracking available (separate from DonorDesk).
Evidence Questions
- Can you show evidence for [specific claim]?
- How do you verify this data?
- Who collected this data?
- How do you ensure quality?
Preparation: Organise evidence by indicator and donor requirement.
Partnership Questions
- How do you coordinate with partners?
- What is the division of responsibilities?
- How do you manage partner reporting?
Preparation: Have partnership agreements and coordination meeting minutes ready.
Site Visit Documentation Checklist
###必必备Documents
| Document | Where to find | Status |
|---|---|---|
| Project summary | Overview tab | Ready? |
| Logframe | Logframe tab | Verified? |
| Latest indicator update | Indicators tab | Current? |
| Evidence checklist | Compliance tab | Complete? |
| Site-specific activities | Activities tab | Documented? |
Field Staff Preparation
- Brief staff on donor visit objectives
- Assign specific responsibilities
- Prepare field-level data summaries
- Brief on key messages and facts
- Review beneficiary consent procedures
During the Visit
Using DonorDesk Live
If you have internet access during the visit:
- Show real-time data in DonorDesk
- Demonstrate the evidence library
- Walk through indicator tracking
- Access specific documents on request
Offline Preparation
If internet may be limited:
- Export key documents as PDF
- Download indicator summaries
- Save key evidence locally
- Prepare printed copies of critical items
Post-Visit Follow-Up
After the donor visit:
- Document any questions asked
- Note feedback received
- Update DonorDesk with new information
- Address any items requiring follow-up
- Send thank you with requested information