“What to Do After the Grant”
There’s no better feeling than when you’ve spent many hours writing and honing your grant proposal, to open your email and see the words, “Congratulations! You have been awarded a grant from our foundation!”
Pat yourself on the back; all of your hard work paid off!
But did you know the award is really just the beginning? Just like major donors or monthly supporters, having a stewardship plan for your foundation contacts can have the power to change a one-year, one-off grant into a lasting partnership.
We are excited to share with you our insight into what a solid foundation stewardship plan could look like for your nonprofit. Please note that not all foundations welcome regular/recurring contact, so please be sure to check in with your program officer, foundation staff member, or trustee before implementing an ongoing stewardship plan like the ones found below.
First, it’s important to differentiate the kind of relationship you have with the foundation. If this is the first time they are supporting you, the stewardship plan should focus on building trust and developing confidence that the foundation has made a good investment in your nonprofit, and that your organization is responsive, transparent, and relationship-oriented.
Stewardship Plan: First-Time Foundation Funder
Goal: Build trust, demonstrate impact, and position the foundation for a second grant.
| Timing | Stewardship Activity | Purpose |
|---|---|---|
| Within 48 hours | Personalized thank-you email from Executive Director | Express excitement and gratitude. Mention why their investment matters. |
| Within 1 week | Formal acknowledgment letter and tax receipt | Official documentation and sincere appreciation. |
| Within 2-3 weeks | Social media recognition (if appropriate and permitted) | Public acknowledgment and visibility. Be sure to use their approved logo, with their permission. |
| End of first quarter | Invite foundation staff to tour the program or attend an event | Begin building a personal relationship. |
| Mid-grant | Phone call or coffee meeting | Share successes, challenges, and ask about their priorities. This is a relationship conversation, not another solicitation. |
| Throughout the year | Send invitations to major events, graduations, ribbon cuttings, etc. Notify them of significant organizational milestones (major awards, leadership announcements, expansion, media coverage) | Allow them to see their investment firsthand. Help them feel connected to organizational growth. |
| 4-6 weeks before report due | Reach out to confirm any reporting preferences | Demonstrates professionalism. |
| Report deadline | Submit an excellent report early with compelling stories, outcomes, photos, and lessons learned | Reinforces confidence in their investment. |
| After report submission | Thank them again and request a conversation about the future | Transition naturally into renewal discussions. |
By the end of the first grant, your new funder should feel:
We can expect to hear from this organization regularly—but not too often.
This organization is transparent about both successes and challenges.
They are accomplishing what they promised.
Their leadership is thoughtful and responsive.
We'd be comfortable funding them again.
On the other hand, a long-time funder already believes in your work, so the focus shifts toward partnership, shared learning, and making them feel like insiders rather than simply donors.
Stewardship Plan: Long-Time Foundation Partner
Goal: Deepen the relationship from "funder" to "strategic partner."
| Timing | Stewardship Activity | Purpose |
|---|---|---|
| Award notification | Personal phone call from CEO or Board Chair | Express appreciation for years of partnership. |
| Quarterly | Executive update email with strategic insights, organizational developments, and impact | Go beyond project updates to share organizational thinking. |
| Mid-grant | One-on-one meeting (virtual or in person) | Discuss emerging needs, sector trends, and future opportunities. |
| Throughout the year | Invite to exclusive events, program visits, graduations, or behind-the-scenes tours | Strengthen personal connection. |
| When challenges arise | Communicate proactively rather than waiting for reports | Builds trust through transparency. |
| When milestones occur | Share first access to major news, capital projects, strategic plans, or new initiatives | Make them feel like valued insiders. |
| Annually | Personalized impact packet or stewardship report with stories, photos, and cumulative outcomes | Celebrate what their long-term support has made possible. |
| Annual appreciation | Handwritten note from leadership and, when appropriate, program participants or beneficiaries | Add a personal touch. |
| Before next proposal | Strategic conversation about organizational priorities and alignment with the foundation's interests | Frame the next request as a continuation of a shared vision. |
Your long-term funders should feel:
We are genuine partners in this work.
This organization values our perspective, not just our funding.
We know the organization deeply.
They trust us enough to share challenges honestly.
Our investment has created lasting change over many years.
Finally, some of the strongest stewardship moments are inexpensive but memorable:
A handwritten note from a participant or client.
A short (30–60 second) thank-you video from staff or program participants.
A "because of you..." impact email highlighting a single success story.
Sending a relevant article with a note like, "This made us think of our recent conversation."
Calling only to share good news—without asking for additional funding.
Inviting them to celebrate milestones before the public announcement.
These small, thoughtful interactions often leave a stronger impression than another formal report.
One additional recommendation based on years of foundation fundraising: treat stewardship as a year-round relationship strategy rather than a reporting obligation. A simple cadence of one meaningful touchpoint every quarter (alternating between emails, invitations, updates, or conversations) keeps your organization top of mind without overwhelming the foundation. By the time the next proposal is submitted, it should feel like the next chapter in an ongoing partnership rather than the beginning of a new conversation.
