If your organization receives grant funding, you may eventually be asked to participate in an on-site monitoring visit or a desk review. While these requests can initially feel intimidating, it’s important to view them as standard components of responsible grant management, and even as opportunities to highlight your organization’s strengths.
A monitoring or desk review is simply that: a review. It should be taken seriously, and your organization is obligated to provide the requested documentation. However, rather than approaching the process with apprehension, use it as a chance to showcase your strong internal controls and sound financial management. A successful review can instill greater confidence in your funder’s ongoing relationship with your organization.
Communication is Key
One of the first steps after receiving a review request is to inform your organization’s leadership. Grant professionals should clearly communicate the nature of the request and provide reassurance that such reviews are routine and expected. This helps reduce any anxiety among key stakeholders and ensures everyone is aligned from the beginning.
Clarify and Collaborate
Funders often ask for preliminary documents before an on-site visit. If there are any unclear or ambiguous requests, don’t hesitate to reach out for clarification. Doing so not only ensures accuracy but also demonstrates your proactive approach and commitment to transparency.
Working closely with your senior leadership and finance team is essential. Plan for coordination meetings to ensure policies and procedures are well understood, review any potential issues, and align your messaging. Involving multiple departments shows funders that your organization takes fiscal responsibility seriously and works collaboratively to meet compliance standards.
What Funders Typically Review
While each review is unique, common focus areas often include:
- Financial management and internal controls
- Allowable cost treatment
- Procurement processes
- Subrecipient monitoring (if applicable)
- Grant performance tracking
- Policies such as time and effort reporting, travel, and record retention
- Equipment purchase procedures
- Past audit reports and findings
For additional preparation, consider reviewing the Uniform Grant Guidance, your grant’s terms and conditions, and the Notice of Award.
By embracing the review process as an opportunity to affirm your organization’s capacity and stewardship, you can strengthen your relationship with funders and further your mission with confidence.
Funding opportunities/ industries
Foundations
Industries
Federal grant
