Policy Central: Grantmaking and Strategy
Grantmaking policies are essential for boards and staffs seeking to develop efficient systems for tracking, evaluating, and managing progress on current and prospective grants. Included here are sample policies and checklists for budgets, site visits, evaluation forms, discretionary grants, and much more.
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- If you represent a foundation that has an updated version of a sample included here, please contact NCFP staff to update it.
- For assessment tools and other resources related to diversity, equity, and inclusion in family philanthropy, please see our Content Collection on Racial Equity, Diversity, and Inclusion.
Start Here: Trust-Based Philanthropy Policies
- 6 Grantmaking Practices of Trust based Philanthropy (TBP, 2023)
- How to Show Up in a Trust based Way (TBP, 2022)
- Building Trust Through Regular Check Ins (TBP, 2022)
- General Support Unrestricted (GSF, 2020)
- 3 Questions for Verbal Reporting (GSF, 2022)
- General Operating Support Grant Award (North Star Fund, 2023)
- Capacity Building (T Rowe Price Foundation, 2023)
- Grant Agreement (Dorot Foundation, 2023)
- Learning and Reporting Form (Dorot Foundation, 2023)
- Mirror Tool (Chicago Beyond, 2023)
- Guidelines for Interactions with Community Based Orgs (Firelight Fdn, 2022)
- Capacity Building and Grantee Learning (Amplify Fund, 2022)
- Check in Assessment Tool (Robert Sterling Clark Fdn, 2021)
Allocation of Board and Staff Responsibilities
- Roles and Responsibilities of Board and Staff (Anonymous, 2012)
- Dividing Duties Between Board and Staff (Nonprofit Network, 2022)
- Board and Staff Job Descriptions (Leighty Fdn, 2013)
Budget Reporting Templates
- Budget Info Form (Topfer FF, 2022)
- Grant Report Budget Instructions and Template (Tower Fdn, 2017)
- Budget Reporting Template (Walton Family Foundation, 2012)
- Budget Format (HRK Foundation, 2003)
- Grant Application Budget Format (NCFP, 2003)
Capital Grants
- Capital Grant Guidelines (Davis, 2019)
- Investing In Capital Projects (Leighty Fdn, 2018)
- Capital Grant Guidelines Examples (S. D. Bechtel, Jr. Foundation)
- Small Capital Grants Guidelines (Pohlad FF, 2014)
- Guidelines on Capital Grants Eckerd Family Foundation (Eckerd Family Foundation, 2001)
- Capital Grants Question List (Eckerd Family Foundation, 2001)
- Capital Grants Discussion Paper (Eckerd Family Foundation, 2002)
Community Member Compensation Policy
Declination Letters
- Declination Letters (PNGF, 2012)
- Sample Grant Declination Letter (Anonymous, 2012)
- Sample Declination Letters (CMIF, 2019)
- Declination postcard (The Leighty Foundation, 2009)
Disaster Grantmaking
- Disaster Grantmaking Checklist (Hilton Foundation, 2012)
- Checklist for Effective Disaster Response
- Opportunity Fund Framework (Anonymous)
Discretionary Grants Policies and Procedures
- Discretionary Grants Policies (GEO and NCFP, 2018)
- How to Apply for a Discretionary Grant (Knott, 2023)
- Birthday Discretionary Grant Program (XYZ Foundation, 2023)
- Grant Types and Methodology (Penney Family Fund, 2023)
- Family Grant Program LOI (Seabury Foundation, 2023)
- Family Grant Program Appication (Seabury, 2023)
- Family vs Community Grant Guidelines (Seabury Foundation, 2023)
- Discretionary Grants Policy (XYZ Foundation, 2023)
- Discretionary Grants Form (XYZ Foundation, 2023)
- Discretionary Grant Recommendation Form (Russell FF 2021)
- Discretionary Grant Award Letter (Basic)(XYZ Foundation, 2023)
- Discretionary Grant Staff Workflow (Maine Health Fdn, 2018)
- Discretionary Grant Due Diligence Procedures (HLMFF, 2017)
- Discretionary Grants Request and Acknowledgment (CMF, 2015)
- Trustee Directed Grant Letter (Campion Foundation, 2015)
- Discretionary Grants Policy (Healthcare Initiatives Foundation, 2008)
- Discretionary Trustee Grant Application Form (General Service Foundation, 2003)
Diversity, Equity, and Inclusion Policies and Plans
- Commitment to DEI (Bainum, 2021)
- DEI Commitment Statement (Gates, 2021)
- DEI Contextual Notes (McKnight, 2019)
- DEI Policy (Wege Foundation, 2017)
- DEI Vision and Strategies (Collins Foundation, 2016)
- Commitment to DEI (RBF, 2010)
- Policies, Practices, and Programs for DEI (D5 Initiative, 2013)
- Foundations Facilitate DEI (D5, 2013)
Diversity of Grantees
- Guiding Questions to Advance Racial Diversity in an Organization (ZSR Foundation, 2016)
- Statement on Diversity, Equity, and Inclusion (McKnight Foundation, 2018)
- Policy Regarding Grantmaking and the Racial Diversity of Nonprofit Boards (ZSR Foundation, 2009)
- Commitment to Diversity (Packard Foundation, 2017)
- Incorporating Diversity, Equity, and Inclusion in your Grantmaking Process A Checklist of Potential Actions (Arabella Advisors, 2016)
Due Diligence Tools and Checklists
- Due Diligence Checklist (NCFP, 2020)
- Grant Application Questions (XYZ Foundation, 2023)
- Donor Decision Tool Questions to Ask (GiveSmart, 2016)
- Grantee Assessment Tool (Peak Grantmaking, 2016)
Eligiblity Quiz for Prospective Grantees
Endowment Grants Policy
Expenditure Responsibility
- Expenditure Responsibility Policy & Procedure (Oishei Foundation, 2016)
- Expenditure Responsibility Report Template (Walton FF, 2016)
- Expenditure Responsibility Grant Requirements (Moore Fdn, 2016)
- Expenditure Responsibility Agreement and Inquiry Letter (COF, 2016)
- Expenditure Responsibility Agreement (Sample, 2016)
- Expenditure Responsibility Primer (Adler and Colvin, 2010)
Fiscal Sponsorship
- Fiscal Sponsorship Who Does What (National Council of Nonprofits)
- Fiscal Sponsorship Grant Agreement (Adler and Colvin, 2009)
- Sample Fiscal Sponsorship Agreement (The Colorado Trust)
- Sample Fiscal Sponsorship Agreement Template (COF, 2014)
- Webinar Resource List Reducing the Administrative Burden through Fiscal Sponsorship 3.10.22
General Operating Support anc Capacity Building
- General Operating Support Grant Award (North Star Fund, 2023)
- Capacity Building (T Rowe Price Foundation, 2023)
- Capacity Building and Grantee Learning (Amplify Fund, 2022)
- General Support Unrestricted (GSF, 2020)
- General Operating Support Grants (Dyson, 2019)
- Principles of Best Practice (Dyson, 2019)
- General Support Grant Agreement (Bolder Advocacy, 2012)
Grant Agreements
- Grant Agreement (Dorot Foundation, 2023)
- General Operating Support Grant Award (North Star Fund, 2023)
- Grant Agreement Template (BMGF, 2021)
- Project Grant Agreement (Bolder Advocacy, 2022)
- Grant Agreement Sample (Kinsman, 2018)
- Grant Agreement (Ascienzo Fam Fdn, 2016)
- Grant Agreement Template (Pew, 2016)
- Grant Agreement (Dyson Foundation, 2016)
- Grant Agreement International grants (Anonymous, 2011)
- Grant Agreeemnt (Steans Family Foundation, 2006)
- Grant Agreement (NCFP, 2002)
- Fiscal Sponsorship Grant Agreement (Adler and Colvin, 2009)
Grant Agreement for a 501(c)(4) Organization
Grant Application Forms
- Grant Application Instructions (Shumaker FF, 2023)
- Grant Application Guidelines (Self Family Foundation, 2023)
- Grant Application Form (Topfer FF, 2021)
- Formal Grant Proposal (Walton Family Foundation, 2017)
- Grant Application (Potts Family Fdn, 2017)
- Grant Application (Nesholm Family Foundation, 2010)
Grant Approval Letter
Grant Cycle Timeline
- Grant Cycle Timeline (Tracy Family Foundation, 2023)
- Grant Cycle Timeline (Munzer Foundation, 2024)
- Grant Cycle Timeline (Beaird Family Foundation, 2024)
- Grant Cycle Timeline (XYZ Foundation, 2024)
- Grant Calendar (Templeton Foundation, 2019)
Grantee Gratuities Policy
Grant Evaluation - Trust-Based Reporting Practices
- 3 Questions for Verbal Reporting (GSF, 2022)
- Building Trust Through Regular Check Ins (TBP, 2022)
- How to Show Up in a Trust based Way (TBP, 2022)
- Trust Based Philanthropy Self Reflection Tool (TBPP, 2021)
Grant Evaluation - Interim and Progress Reports
- Learning and Reporting Form (Dorot Foundation, 2023)
- Check in Assessment Tool (Robert Sterling Clark Fdn, 2021)
- Interim Narrative Grant Report (Mott, 2019)
- Grant Reporting Instructions (non specific) (Nord Family Foundation, 2019)
- Interim Grant Report (Patrick and Aimee Butler Fam Fdn, 2017)
- Grant Reporting Guidelines (Goodman FF, 2017)
- Progress Report Summary Table (Walton Family Foundation, 2012)
Grant Evaluation - Final Reporting Forms
- Final Narrative Grant Report (Mott, 2019)
- Final Financial Grant Report PDF (Mott, 2019)
- Final Financial Grant Report EXCEL (Mott, 2019)
- Invited Grantee Report (Patrick and Aimee Butler Fam Fdn, 2017)
- Final Grant Report (Patrick and Aimee Butler Fam Fdn, 2017)
- Grant Completion Report (Davis Family Foundation, 2016)
- Grant Evaluation form (The Leighty Foundation, 2013)
- Grant Evaluation Form (Lowell Berry Foundation, 2012)
- Grant Evaluation Form (Jones Family Foundation, 2012)
- Grant Evaluation Form (Burt Foundation, 2012)
Guidelines and Agreement with Prohibition Against Hate
Guidelines with a Focus on Family Involvement
- Grant Guidelines with Focus on Family Involvement (Zale Fdn, 2023)
- Family vs Community Grant Guidelines (Seabury Foundation, 2023)
Guidelines with a Geographic Focus
- Grant Guidelines with Geographic Focus (Frey Foundation, 2023)
- Grant Guidelines with a Geographic Focus (Topfer FF, 2023
- Grant Guidelines with a Specific Geographic Focus (Woodard FF, 2023)
Guidelines & Eligibility
- NCFP Grantmaking Guidelines Collection (2023)
- Grant Guidelines (Sills FF, 2023)
- Grant Guidelines (Powell Foundation, 2023)
- Grant Guidelines (Goodrich Fdn, 2023)
- Grant Guidelines & Eligibility (Zellerbach FF, 2023)
- Grant Guidelines & Eligibility (Nord FF, 2023)
- Grant Eligibility and Evaluation Criteria (Gogian, 2023)
Indirect Costs Policy
Letter of Inquiry
Matching Grants
- Matching Grant Policy (Tracy FF, 2020)
- Matching Grant Request Form (The Clowes Fund, 2014)
- Matching Grants (Morgan FF, 2015)
- Matching Grant Program and Forms (Dobbs Fund, 2017)
- Matching Gifts Policy (Rockefeller, 2015)
- Matching Gift Request Form
- Matching Grants Are They Useful and When Do They Succeed (Meyer Memorial Trust, 2003)
Mission Statements
- Mission, Vision and Values Statement Collection (NCFP, 2020)
- Mission Vision Beliefs (Brinson Foundation, 2016)
- Five Pillars of Giving (Murphy FF, 2015)
- Examples of Mission Statements (NCFP, 2000)
Pre-application Questionnaire and Grantee Eligibility Quiz
- Eligibility Quiz (Cafritz Foundation, 2019)
- Eligibility Quiz (Washington Foundation, 2019)
- Grantseeker Information Form (Brinson Foundation, 2016)
- Pre application Questionnaire (Bender Family Foundation, 2015)
Publicity, Communications, and Recognition Policies
- Communication Platforms (Stupski, 2021)
- Announcements and Promotional Activities Guidelines
- Statement on Publicity (Genuardi FF, 2019)
- Grantseeker Communications Policy (Anonymous, 2016)
- Publicity and Recognition Policy (Raibrook Fdn, 2016)
- Publicity Policy (The Lutheran Fdn, 2016)
- Publicity Policy (Park Fdn, 2016)
- Publicity Policy (McCune Fdn, 2016)
- Publicity Policy (Joseph Fam Fdn, 2016)
- Publicity Policy (Guregian Fdn, 2016)
- Publicity Policy (Davis Family Fdns, 2016)
- Publicity Policy (Davis Family Fdns, 2016)
- Publicity Policy (Davis Educational Fdn, 2016)
- Grants Publicity Policy (Woodruff Fdn, 2016)
- Grant Publicity (Goizueta Fdn, 2016)
- General Publicity Guidelines (Dyson Fdn, 2016)
- Grant Recognition Policy (Brinson, 2015)
Request for Proposals
- Request for Proposal (Stolte Family Foundation, 2016)
- Invitation for Proposal (Dorrance Fam Fdn, 2016)
- Next Gen Fund RFP (Andrus, 2015)
- Request for Proposal (Paul G. Allen Fdn, 2016)
Sabbaticals
- Sabbatical Programs for Nonprofit Leaders A How To Guide for Funders Durfee Foundation 2007
- Sabbatical Policies for Nonprofits (Durfee Foundation)
- Sabbatical Policy (Winthrop Rockefeller Foundation, 2010)
- Sabbatical Application Form (Durfee Foundation, 2003)
Scholarships
- Policy on Scholarship Initiative (Eckerd Family Foundation, 2001)
- Scholarship Nomination Form (Z. Smith Reynolds Foundation, 2003)
Site Visit Forms and Checklists
- Guidelines for Interactions with Community Based Orgs (Firelight Fdn, 2022)
- Site Visit Tips and Case Studies (Family Foundation Advisor, 2022)
- Site Visit Worksheet (Packard Fdn, 2016)
- Site Visit Evaluation Form (Marksbury Fam Fdn, 2016)
- Dodge Foundation Site Visit Rubric (David Grant, 2015)
- Site Visit Guidance (William J. and Dorothy K. ONeill Foundation, 2011)
- Site Visit Checklist (Leighty Foundation, 2001)
- Site Visit Evaluation Report (Leighty Foundation, 2001)
Strategic Planning and Checklists
- Philanthropic Strategy (NCFP, 2023)
- Program Guidelines (NCFP, 2023)
- Reality Checklist (The Giving Practice, 2020)
Strategic Plans
- Strategic Plan (TLL Temple Fdn, 2021 25)
- Strategic Framework 2019 to 2021 (McKnight Fdn)
- Strategic Plan (Ahrens Foundation, 2017 2019)
- Family Foundation Strategic Plan Template (NCFP, 2017)
- Strategic Plan (Gates Family Foundation, 2016)
- Strategic Plan (Overbrook Foundation, 2016)
- Strategic Framework, (McKnight Foundation, 2012 to 2014)
- Strategic Plan (Tracy FF, 2013 to 17)
- Strategic Plan (Ahrens FF, 2017 to 2019)
- Strategic Framework (Wilburforce Fdn, 2014 to 2025)
- Strategic Framework (Francis FF, 2013 2017)
- Strategic Plan (Bainum Family Fdn, 2015 to 2020)
- Strategic Plan (Ruth Mott Foundation, 2016 2025)
- Strategic Plan (Oishei Fdn, 2017 to 2021)
- Strategic Plan (Lumina Fdn, 2017 2020)
- Strategic Plan (Tower Foundation, 2012)