Start from the report, not the folder
Read the reporting requirements and identify the statements the organisation will need to support. For each statement, list the evidence needed, its owner, where it is held and when it must be ready. Confirm programme-specific requirements rather than copying another funder’s checklist.
Separate the evidence item from the delivery claim. ‘Workshop delivered’ is a claim. The approved attendance summary, delivery record or other relevant material may support it, depending on the agreement and the organisation’s arrangements.
Check usability as well as existence
An evidence link is useful only if the intended reviewer can open it and understand what it supports. Check the period, version, completeness and relevance. A folder full of undated files can leave the report owner unable to substantiate a statement.
Use a status such as collecting, ready for review or verified by the responsible person. Do not call an item verified simply because a file has been uploaded. Record the reviewer and any remaining limitation.
Make gaps actionable
For each missing or unsuitable item, state the gap plainly. Name the person who will obtain, replace or clarify it and the date needed for the report. Distinguish evidence that can be recovered from evidence that was never collected.
If a material gap cannot be resolved before submission, escalate it through the agreed route. Do not fill the gap with an invented number, retrospective claim or unsupported assurance. Agree how the report should accurately describe the position.
Keep personal information proportionate
The checklist usually needs a reference to evidence, not copies of personal records. Limit access to the appropriate people and use the organisation’s approved handling and retention arrangements. Seek the relevant advice where data protection questions arise.
The downloadable workbook is a working index. It is not intended to hold beneficiary records, special-category personal data, bank credentials or passwords.
A worked example
Fictional illustration. These dates, amounts and requirements are examples, not a rule for every funder or a client result.
| Requirement | Evidence reference | Check | Gap / owner |
|---|---|---|---|
| Fictional quarterly activity update | Quarter 2 delivery index | Covers the correct period and links to approved records | One output summary missing; delivery lead to resolve before draft review |
| Fictional spend update | Dated finance schedule | Reconciled by finance to the agreed reporting basis | Timing difference awaiting explanation; finance lead |
Check your working version
- Each reporting claim maps to relevant evidence.
- The reporting period and file version are clear.
- The reviewer can access the records.
- Gaps have owners and target dates.
- Sensitive source records are handled separately.
Use the free branded workbook (.xlsx) to record your own case. The workbook includes Obligations, Evidence and Exceptions tabs.
Sources and scope
The steps and example above are suggested operating practices. Confirm the actual requirements against your award agreement and current programme instructions. They are not a compliance opinion.
- Charity Commission: internal financial controls (CC8). General context for charities in England and Wales; different jurisdictions and organisations need the relevant guidance.
- National Lottery Community Fund: managing your funding. An example of funder-specific guidance, not a universal rule.
Published for Antony Draper Advisory with AI-assisted drafting. Examples are fictional and have not been presented as client evidence.
Choose a practical next step.
Use the free plan yourself, or talk to Antony about the grant that needs attention. The free call ends with one agreed priority, a suggested owner and the next action.
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