A nonprofit annual report showcases the difference your organization is making and reassures your donors that their contributions are being used responsibly. In this guide, I’ll share step-by-step instructions on how to write the perfect nonprofit annual report, plus tips and examples for inspiration.
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Your annual report showcases your nonprofit’s impact over the last year, any major donations received, new programs and initiatives you launched, and significant updates about your organization.
Below, I’ll explain how to prepare and write a nonprofit annual report, and share tips and real-life examples for inspiration.
Form a dedicated nonprofit report writing committee to prepare and execute all the elements of your annual report.
Your committee should comprise a mix of individuals with varying expertise and skillsets. Typically, these include your treasurer, program directors, development directors, volunteers, and marketing or communication specialists.
Involve committee members – particularly your committee chair and treasurer – in every aspect of the planning and execution phases.
Since you’ll be gathering and presenting a lot of important information, proactive planning is essential.
Here are some questions to help you prepare for your annual report:
Decide on a budget before you start writing your annual report. Consider whether you’ll be printing and mailing your report, doing content and design in-house or hiring an external collaborator, and whether you’ll be paying for any advertisement.
Prepare a schedule with key deadlines to keep everyone on track. Here’s an example of an annual report writing schedule/timeline:
| Item | Due date | Responsible | Notes |
|---|---|---|---|
| First annual report committee meeting | March 29, 2026 | JL | Decide on key responsibilities and budget |
| First draft | August 1 | MB | The first draft of the copy |
| Visual elements | August 15 | MB | Photos, infographics, and more |
| Editing | September 1 | JL | Feedback from the rest of the committee |
| Final proofreading | October 9 | JL | Final proofreading by the committee leader |
| Final copy to the designer | October 12 | MB | With a design/creative brief |
| Printing | November 13 | KT | *if printing |
| Mailing | November 27 | KT | *if mailing |
| Publishing | December 7 | JL | Mailboxes or inboxes |
Have your committee brainstorm and select a theme for your report to connect different content pieces and establish a key message.
Your theme will also influence the design elements of your report, such as colors, infographics, and the type of imagery you’d like to include.
An annual report theme helps you decide which content is relevant to the focus of the year – and effectively communicate your story with your readers.
Will your nonprofit’s annual report be printed or a downloadable PDF that lives on your website? Perhaps an engaging video or infographic may be better suited.
Research the communication preferences and engagement trends of your target audience. Have they been more responsive to physical mail or a livestream? Use previous donor data and insights to decide on the best format of your annual report.
An attractive nonprofit annual report features striking design elements to balance written content and tell a story that connects donors to your mission.
Use these questions to guide your annual report’s design:
Incorporate clear headings and white space in your report to hold your readers’ attention. Use bold text and graphics to highlight major milestones, quotes, and data.
Pro tip: If going digital, make sure your report is mobile-friendly and in a format that’s easy to share and access.
Check out these nonprofit annual report templates on Canva to inspire your design.
Once you’re clear on the timeline and key activities, it’s time to decide what your nonprofit’s annual report will say, and how it will be presented.
Start by asking yourself:
If we could only tell donors about one thing we accomplished this year, what would it be?
This helps identify the central focus of your report and which stories and milestones you’d like to highlight.
Here are some tips to ensure your content is impactful:
Like with the design and the photos, consider whether you’ll be writing your annual report in-house or outsourcing it to a professional copywriter.
An effective annual report contains both beautiful design and great structure to enable the correct flow of content.
Here are some common components you may consider including your nonprofit report::
Pro tip: Don’t structure your annual report by “functional/organizational areas.” Focus on your theme and key accomplishments/advancements towards your mission.
Storytelling is a powerful tool to engage and capture the attention of your readers. While it should definitely be used within your written copy, take it a step further by incorporating attractive and emotive images in your report.
Use real, high-quality images of beneficiaries, programs, events, and other milestones to connect deeply with your audience. Create a folder and start compiling potential annual report photos early on to avoid scrambling for the right ones at the last minute.
Since most people tend to scan content, use infographics to effectively convey data in an attractive and easy-to-follow format.
Learn how to create an infographic for your annual report in this step-by-step guide by Visme.
Share your nonprofit’s annual report via email and social media, and on your website.
You could mail printed copies to major donors and stakeholders, and direct other supporters and sponsors to the digital version.
Make your content go further by repurposing stories and key milestones from your report and sharing them on social platforms like LinkedIn and Instagram.
Here are some best-practice guidelines for creating the most engaging – and transparent – nonprofit annual report:
Pro tip: Include a letter or message from a nonprofit leader who is the known face of your organization and holds influence to connect your audience.
Habitat for Humanity does a great job with storytelling. Their report is structured as a regular website, which makes it easier for the user to navigate.
While they don’t focus on a single CTA, they clearly highlight how the reader can contribute to their mission at the end of the report.
Project Street Vet’s 2024 annual report is a great example of how using graphs can effectively share your long-term impact while breaking down complex reporting.
They also utilize storytelling, beneficiary quotes, and images throughout to inspire and show donors how their contributions have made a real difference.
This is a great example of how a nonprofit balanced written copy and design elements to bring their annual report to life.
Feeding America effectively uses brand-aligned colors and font, structured headings, and imagery to share their impact.
Knowing how to write and prepare your nonprofit’s annual report ensures that donors feel connected to your cause and can clearly see the impact of their gifts.
Use data, content, and design strategically – and focus on transparent financial reporting – to effectively showcase how your nonprofit has made a difference in the lives of those you serve.
Choose Donorbox as your donation system and check out the Nonprofit Blog for more nonprofit resources and tips.
Charles Z is the Founder and CEO of Donorbox. He has been starting companies and numerous web applications since college. Nowadays he is immersed and wildly excited about the future of the social impact sector.
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