Put the board file in order before due diligence

Use this list to organize records commonly requested during grant review. Requirements vary by funder, program, and organization type.

Formation & status

Articles of incorporation or formation document Current bylaws IRS determination letter, if applicable State charitable registration records, if applicable Current good-standing documentation

Board governance

Current board roster with officer roles and terms Conflict-of-interest policy and annual disclosures Recent board meeting minutes Board-approved strategic plan or priorities Documented approval authority for applications and agreements

Financial oversight

Board-approved annual budget Most recent financial statements Most recent Form 990 or required public filing Audit, review, or compilation when required Financial controls and expense-approval procedures

Program & risk

Program policies relevant to the proposed work Insurance certificates and coverage review Data privacy and record-retention policies Key partnership agreements or memoranda Board record of material project commitments

Privacy note: Keep sensitive records in your secure organizational system. Do not email confidential board or financial documents unless the recipient and transmission method are verified.

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