Support Center›Report Writing Skills›Pre-Report Checklist

Pre-Report Checklist

Use before every submission to catch errors and ensure completeness.

Use this checklist before every donor report submission. Work through each section systematically. Check items as you verify them — do not skip any section.

Section 1: Report Completeness

  • Report covers the correct reporting period (dates match grant agreement)
  • All sections required by the grant agreement are present
  • No sections are duplicated or missing
  • Page numbers are sequential and the table of contents is accurate
  • All annexes listed in the main report are attached
  • Report is in the donor's required language (or an agreed alternative)

Section 2: Logical Framework Alignment

  • Every narrative paragraph corresponds to at least one logframe row
  • All outputs listed in the logframe are addressed in the narrative
  • All outcomes in the logframe have a narrative update
  • Indicator names in the narrative match exactly those in the logframe
  • No logframe row is missing from both the narrative and indicator table
  • Any changes to the logframe (revised targets, dropped indicators) are noted and explained

Section 3: Indicator Data

  • Every indicator value in the narrative is also in the indicator table
  • Indicator table includes: Indicator name, Baseline, Target, Actual, % Achievement
  • All actual values are supported by evidence (see Section 4)
  • Disaggregation by sex is included for every applicable indicator
  • Additional disaggregation (age, location, disability) is included where relevant
  • Qualitative indicator narratives are included (not just yes/no or blank)
  • Any indicators with 0% or >150% achievement are flagged and explained
  • Previous period data is included for comparison where available

Section 4: Evidence Quality

  • Every indicator value has linked, verified evidence in DonorDesk
  • Evidence citations use the correct ID format (e.g., EV-2026-Q2-047)
  • Evidence is referenced in the narrative: "This result is evidenced by [Evidence ID]"
  • For surveys: methodology, sample size, dates, and instruments are described
  • For programme records: they are countersigned or system-generated
  • Evidence is timely (collected during or immediately after the activity)
  • Any evidence quality issues are noted and explained

Section 5: Financial Consistency

  • Total expenditure in narrative matches financial report
  • Budget vs. expenditure by category is consistent across both documents
  • Every variance above 10% is explained with a specific reason
  • Currency and exchange rates match the grant agreement
  • Cost-sharing / matching contributions are documented and claimed correctly
  • No costs are double-claimed from two donors
  • Financial report is signed by finance manager or equivalent
  • Auditor's certificate is attached if required (threshold varies by donor)

Section 6: Cross-Cutting Themes

Gender Equality

  • Gender equality is addressed in at least one dedicated section
  • All data is disaggregated by sex
  • Gender-specific achievements and challenges are described
  • Gender marker score is stated (if applicable to the donor)

Protection / Safeguarding

  • Protection mainstreaming is addressed across relevant sections
  • Any protection incidents are described with response actions
  • Accountability to Affected Populations (AAP) mechanisms are described
  • SEA/SH concerns are reported (or confirmed "zero" if applicable)

Environment and Climate

  • Environmental safeguards compliance is addressed (if applicable)
  • Climate adaptation / mitigation activities are described (if relevant)
  • Any environmental incidents are reported

Disability Inclusion

  • Number and percentage of beneficiaries with disabilities is reported
  • Disability disaggregated data is included where applicable

Section 7: Challenges and Risk

  • At least one section addresses implementation challenges
  • Root causes of challenges are explained (not just symptoms)
  • Specific mitigating actions are described
  • Updated risk assessment is included
  • Any issues requiring donor approval or notification are escalated immediately (not just included in the report)
  • Lessons learned are specific and actionable (not generic)

Section 8: Donor-Specific Requirements

  • UNHCR: Protection section, AGD disaggregation, AAP mechanisms
  • USAID: ADS compliance, gender marker, environmental compliance status
  • DG ECHO: Humanitarian principles, RBM approach, variances explained
  • Global Fund: KP disaggregation, health product management, PAAR consistency
  • GCF: ESS compliance, gender action plan, emission reduction methodology
  • FCDO: VfM analysis, safeguarding, ToC assumptions revisited
  • EU: 12 mandatory indicators, visibility requirements, procurement compliance
  • Gates Foundation: Strategic alignment, milestones, outcome storytelling

Section 9: Format and Style

  • Headings are descriptive and reflect the content (not generic)
  • Acronyms are defined on first use
  • Numbers are formatted consistently (numerals vs. words per style guide)
  • Currency is identified on first use
  • Dates are in consistent format (recommend: 15 June 2026)
  • Report has been proofread (spelling, grammar, sentence structure)
  • Active voice used throughout (except where passive is necessary)
  • Vague quantifiers replaced with specific numbers
  • No unexplained claims — every assertion is evidenced or cited

Section 10: Attachments and Annexes

  • Indicator tracking table attached (formatted per donor requirements)
  • Financial report attached (formatted per donor requirements)
  • Monitoring visit reports attached (if referenced in narrative)
  • Survey reports / assessment reports attached (if referenced)
  • Any required certificates attached (audit, environmental compliance)
  • Photos (with captions, dates, and consent records) attached if referenced
  • Partner reports attached (if the project has sub-partners)

Section 11: Approval and Submission

  • Report reviewed by programme manager
  • Report reviewed by finance manager (for financial consistency)
  • Report reviewed by country director or equivalent
  • Any required internal approvals obtained before submission
  • Submission deadline noted and met (account for time zone differences)
  • Submission method correct (portal, email, courier — per grant agreement)
  • Confirmation of receipt obtained (if no automated confirmation)
  • Copy of submitted report kept (DonorDesk export history / document management system)

Final Sign-Off

Before submitting, confirm:

"I confirm that this report accurately reflects programme performance during the reporting period. All claimed results are evidenced and all financial claims are eligible under the grant agreement."

Programme Manager: _________________ Date: _____________

Finance Manager: _________________ Date: _____________

Country Director: _________________ Date: _____________

Common Last-Minute Errors to Catch

  1. Indicator table and narrative figures don't match — Cross-check every number
  2. Evidence reference is wrong — Verify the file exists and is linked in DonorDesk
  3. Old reporting period date in the header — Update for every new report
  4. Someone's name is misspelled — Especially partner organisations and donors
  5. File attachment is the wrong version — Always label files with version and date
  6. Submitted to the wrong portal or email address — Verify before clicking send

Next: Read the Donor Comparison Table to understand how the major donors differ at a glance.

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