Welcome to Day 25 of the 30-Day Grant Readiness Challenge!

You’ve won the grant! After the high fives and the celebratory lunch, the most critical phase of the cycle is next: Post-award grant management.

How your organization handles an award—especially a partial one—sets the tone for your future relationship with that funder. Today’s challenge is to review (or create) your grant acceptance policies.

Managing the Award Acceptance Process

1. The Partial Funding Audit

If you were awarded less than you requested, stop before you sign the contract. Can you still achieve your proposed outcomes with less money? Meet with your Executive Director and Program Team to determine whether you need to scale back the scope or find supplemental funding before you commit to the original goals.

2. The Contract Deep Dive

Read every word of the award agreement. Create a summary sheet for your team that highlights:

• Deadlines: When are interim and final reports due?
• Financials: What is the specific check request or reimbursement procedure?
• Restrictions: Were specific line items disqualified?
• Publicity: Does the funder require a press release or specific logo placement?

3. Distribution and Coding

After the Executive Director signs the contract, distribute copies to Finance, the Program Director, and the ED’s permanent files. Ensure that Finance assigns a unique grant-tracking number so that every dollar spent is properly coded for future audits.

4. Formal Gratitude

Beyond the signed contract, send a formal thank-you letter or receipt. It confirms that the funds have been received and officially opens the stewardship phase of the relationship.

Ensure Long-Term Compliance

Use these resources to professionalize your post-award process:

• Watch: Don’t Surprise Your Grantmaker: How to Be a Fantastic Grantee – Learn how to turn an award letter into a long-term partnership.
• Read: Grant Funding in Action – See examples of how other organizations have successfully moved from award to implementation.
• Download: Grant Stewardship Checklist – Manage your relationship after winning the award.
• Assess: Is your post-award infrastructure ready for a federal audit? Find out with the GRASP Tool.

Join the Discussion

We want to hear from you! What is the first thing your team does when a “Yes” comes in? Do you have a specific staff member who “owns” the contract review process?

Leave a note in the comments below and share your post-award traditions!