Nonprofit Annual Report: What to Include and How to Publish It

At the January board meeting, someone asks whether the organization will "do an annual report this year." The treasurer thinks of the Form 990 due in May. The secretary thinks of the state filing that keeps the corporation in good standing. The development chair pictures a glossy booklet for donors. All three are called annual reports, and only one of them is optional.

A nonprofit annual report in the everyday sense is the voluntary publication that tells your community what your organization did in the past year, how it was financed and who made it possible. No federal law requires it, but donors, members, funders and partners expect it, and it's often the first document a prospective board member or grant maker reads.

This guide explains how the annual report differs from Form 990, state filings and a donor impact report, which sections to include, how to build the financial summary, which formats work, and a production timeline you can copy. It applies to 501(c)(3) charities as well as associations, chambers, clubs and other member-based organizations.

Annual Report, Form 990, State Filings and Impact Report

Before planning anything, separate the documents. Each has a different audience, deadline and owner.

Form 990 in Brief

Most tax-exempt organizations file an annual information return with the IRS. Which form depends on size (IRS):

• Form 990-N (e-Postcard): gross receipts normally $50,000 or less.
• Form 990-EZ: gross receipts under $200,000 and total assets under $500,000.
• Form 990: gross receipts of $200,000 or more, or total assets of $500,000 or more.

Returns are due by the 15th day of the 5th month after your fiscal year ends, which is May 15 for a calendar year, and Form 8868 gives an automatic six-month extension for Forms 990 and 990-EZ (IRS). An organization that doesn't file a required return for three consecutive years automatically loses its tax-exempt status. Churches and certain other religious organizations are among the exceptions to the filing requirement.

Your Form 990 is public. Exempt organizations must make their annual returns available for public inspection for three years, although most don't have to disclose contributors' names and addresses (IRS). That's one reason a readable annual report matters: if you don't tell your story, readers will interpret the tax form on their own.

State Requirements

Many states require charities to register before soliciting donations from residents and to file periodic financial reports, and some local governments add their own rules (IRS). Many states also require nonprofit corporations to file a periodic report with the secretary of state, often also called an annual report. Check with your state's attorney general and secretary of state, because names, deadlines and thresholds vary.

Where the Impact Report Fits

A donor impact report is a narrower, donor-facing document about what gifts achieved. Small organizations sometimes combine it with the annual report. If you produce both, keep donor-specific reporting in the donor impact report and use the annual report for the whole organization.

Decide Who It's For and What It Should Achieve

An annual report that tries to please everyone ends up long and unread. Pick one primary audience and one objective, and let the rest follow.

Then write a one-sentence objective, such as: "Show our 1,200 members and 300 donors that the new youth program reached 180 kids in its first year and that our finances are stable." Every section should support that sentence.

For associations and other membership organizations, the report often goes to the annual meeting, and some bylaws require the board to present a report there. Check your association bylaws for what they say.

Sections to Include

Most annual reports need eight to ten sections. Here's a sample table of contents for a mid-sized nonprofit, followed by notes on each section.

1. Letter from the board chair and executive director
2. Mission and the year at a glance
3. Program highlights and results
4. Stories from the year
5. Financial summary
6. Supporters: donors, members, volunteers, partners
7. Board of directors and staff
8. Looking ahead
9. How to get involved and contact information

1. Leadership Letter

Keep it under 400 words and make it specific. Name two or three achievements, one challenge and what you learned, and thank the people who made the year possible. Signed by both the board chair and the executive director, it shows that governance and management are aligned.

2. Mission and the Year at a Glance

Restate your mission in one or two sentences, then show four to six headline numbers: people served, programs delivered, volunteer hours, members, events. If your mission statement no longer fits the work, that's a conversation for the board, not the designer.

3. Program Highlights and Results

Cover your main programs with outputs (what you did) and outcomes (what changed). If you file the full Form 990, Part III asks you to describe accomplishments for your three largest program services by expenses (IRS Form 990). Starting from the same descriptions keeps the two documents consistent.

4. Stories

One to three stories, each 150 to 300 words, about a participant, volunteer, member or partner. Get written consent for names, photos and quotes, and be especially careful with children and people receiving sensitive services.

5. Financial Summary

See the next section.

6. Supporters

Thank donors, members, volunteers, foundations, sponsors and partners. Many organizations list donors by giving level rather than amount, and leave anonymous donors unnamed. Our donor recognition guide covers listings, anonymity and the proofreading routine that keeps names right.

7. Board and Staff

List current board members with officer roles, and staff by name and title or by team. Check the list against your most recent board minutes; outdated names are a common and visible mistake.

8. Looking Ahead

Summarize next year's priorities in three to five bullets, tied to your strategic plan if you have one. Our guide to nonprofit strategic planning helps if you don't.

9. How to Get Involved

Ways to give, volunteer, join or partner, with a named contact, website, phone number and mailing address.

Build the Financial Summary

The financial summary is where trust is won or lost. Readers don't need your full financial statements in the report, but they need numbers that are accurate, clearly labeled and consistent with your filings.

What to Show

• Revenue by source: contributions from individuals, grants, program fees, membership dues, events, in-kind gifts and other income.
• Expenses by function: program services, management and general, and fundraising. These are the same three categories as Form 990 Part IX, where 501(c)(3) and 501(c)(4) organizations must complete all columns.
• Change in net assets: the surplus or deficit for the year.
• Year-end position: total assets, total liabilities and net assets, split into with and without donor restrictions.
• The basis: state the fiscal year, whether figures are audited, reviewed or unaudited, and where readers can get the full statements.

Worked Example

Here's a simplified summary for a community organization with a fiscal year ending June 30, 2026.

(Percentages are rounded, so they don't add up to exactly 100%.)

Add one paragraph of interpretation: what changed from last year, why, and what it means. If you ran a deficit or drew on reserves, say so and explain the plan. Readers trust candor more than a perfect-looking pie chart.

Your treasurer or accountant should prepare or review these figures. Clean year-round bookkeeping makes this section easy; in campai, finances and accounting covers bank accounts and cash, invoices, matching and splitting payments, and receivables. Note that functional expense allocation and financial statement presentation follow accounting standards, so check the details with your accountant.

Publish Your Financial Information Consistently

Form 990 Part VI, line 19 asks whether and how your organization makes its governing documents, conflict of interest policy and financial statements available to the public. Your annual report and website are natural places to do that. Your board's oversight role here is covered in our guide to nonprofit board responsibilities.

Choose a Format and Design

Many organizations publish a web version as the primary report, a one-page printed summary and a small print run for key supporters. Whatever you choose, design for scanning: clear headings, short paragraphs, real photos used with permission, simple charts with labeled values and enough contrast to read easily. Following the W3C's Web Content Accessibility Guidelines for the web version helps readers who use screen readers or magnification. Our guide to nonprofit website features covers where the report should live on your site.

Production Timeline

For a fiscal year ending December 31, a realistic schedule looks like this. Shift it for other year-ends.

A May release lines up with the Form 990 deadline for calendar-year organizations, so your public numbers stay consistent. If your audit finishes later, publish with unaudited figures clearly labeled, or wait.

Distribute It So People Actually See It

Publishing a PDF on your website isn't distribution. Plan where each audience will meet the report:

• Email to donors, members, volunteers and partners, with a short summary in the email itself and a link to the full report. Our member communication guide covers segmenting and timing.
• Website: a permanent page, linked from your About and Donate pages.
• Print: mailed to leadership donors and funders with a personal note; copies at your front desk and events.
• Annual meeting: present the highlights and hand out the one-page summary.
• Social media: a series of posts, one result or story per post, over several weeks.
• Grant applications and board orientation: attach it or link to it.
• Local media and partners: send it with a short pitch about one notable result; see our guide to nonprofit public relations.

With campai, you can send the announcement as a newsletter to saved segments, schedule it and see delivery status. Track clicks, page views, downloads and replies, and ask your board which sections they used in conversations.

Frequently Asked Questions

Are nonprofits required to publish an annual report?

Not under federal law. The IRS requires most exempt organizations to file a Form 990-series return, and many states require charity registration reports or corporate annual reports. A voluntary annual report for your community is optional but expected by many donors and funders.

Is Form 990 the same as an annual report?

No. Form 990 is a standardized information return filed with the IRS and available to the public. An annual report is your own publication, written for donors, members and partners. The financial figures in both should be consistent.

When should a nonprofit publish its annual report?

Usually three to six months after the fiscal year ends, once the books are closed. For a calendar-year organization, April or May works well and keeps your figures consistent with the Form 990, which is due May 15 unless extended.

How long should a nonprofit annual report be?

As short as it can be while covering programs, results, finances, supporters and leadership. Many small organizations publish an 8- to 12-page report or a single web page, plus a one-page summary.

Should a nonprofit annual report list donors?

Many do, as a way of thanking them. List donors by giving level rather than amount, follow each donor's recognition and anonymity preferences, and proofread every name. Some organizations list donors only on their website, where corrections are easy.

What financial information belongs in an annual report?

Revenue by source, expenses by program services, management and general, and fundraising, the change in net assets and a short year-end position. State the fiscal year, whether the figures are audited and how readers can get the full financial statements.

Next Steps

1. List every "annual report" you owe: Form 990, state charity registration, state corporate report, and the voluntary report, with deadlines and owners.
2. Write your one-sentence objective and choose your primary audience.
3. Draft the table of contents from the sample above and assign each section.
4. Ask your treasurer for the financial summary in the format of the worked example.
5. Set the timeline backward from your publication date and put it on the board calendar.
6. Plan distribution for each audience before design starts.

If you run a membership organization, see how campai supports associations with members, dues, events and finances in one place.