How to write a trustworthy fundraising campaign close-out

Reconcile before writing the celebration post

Record gross gifts, refunds, fees, net receipts, matched contributions and any pledged amounts not yet received. Define the counting period and channels. Avoid adding unlike figures together or presenting a target as an achieved amount.

Have the payment, finance and campaign records reviewed together. Where third-party platforms disburse later, distinguish funds raised from funds received. If the campaign includes non-cash support, report it separately rather than assigning an unexplained dollar value.

Report outcomes within the evidence available

Thank donors and partners, then state the verified result in the same plain terms used during the campaign. Explain whether the match cap was reached and what happens next. If program outcomes are not yet known, report the next milestone rather than inventing impact.

Correct material mistakes visibly and keep the underlying reconciliation with campaign approvals. Supporters do not need every internal transaction, but they should be able to understand what was raised, what was matched and how the organisation will use it.

• Separate gross, net, pledged and matched amounts.
• Include refunds and define the counting period.
• Reconcile platform and finance records.
• Distinguish immediate results from later outcomes.
• Retain approvals and correct errors clearly.