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By Lauren Swern
Grant professionals know the moment well: the award email arrives, there’s a quick burst of excitement, and then reality sets in. Delivery, documentation, coordination, and the steady march of deadlines can turn post-award stewardship into something that happens only when a report is due. It’s a familiar cycle across the profession.
Yet post-award stewardship is where trust is built. It’s how funders experience the work while it’s unfolding, not just after it’s packaged into a formal narrative. Reports matter, but the most effective stewardship often feels less like compliance and more like connection.
A traditional thank-you note still works, especially when it feels genuinely human. One memorable approach is the “thank-you relay”: a short message that includes a line from the grant professional, a line from a program lead, and a line from someone closest to the work. It creates a small chorus of gratitude that feels real, without being overly polished or performative.
For funders short on time, a “receipt of impact” can be a powerful alternative to a longer update. It’s not a tax receipt, but a one-page snapshot of what the grant is already making possible: three to five outcomes, one photo, one quote, and a simple sentence about what comes next. It’s easy to digest and easy to share internally.
When bandwidth is thin, the “three-sentence postcard” format is a practical favorite. One image paired with three sentences: what happened, why it matters, and what’s next. It’s concise, clear, and surprisingly effective at keeping a funder emotionally connected to progress.
Another funder-friendly idea is a choose-your-own-adventure update. One email offers a few pathways: a short data summary for those who want metrics, a short story for those who want human impact, or a behind-the-scenes “lesson learned” for those who value transparency and adaptation. It respects the reader’s time while still conveying depth.
For something especially memorable, a small “field artifact” can be meaningful when it fits the work.
A simple map, a seed packet, a photo card from the site, a snapshot of a community whiteboard, or even a 30-second “sound of the work” voice memo with a caption can make the grant feel tangible. These gestures quietly reinforce a powerful message: the funder isn’t supporting a line item, but participating in something real.
Stewardship also becomes easier when grant professionals don’t do it alone. At the chapter level, the GPA New Jersey Chapter, with close to 100 members, supports grant professionals through monthly education sessions (virtual and occasionally in person), weekly communications, and committees and volunteer opportunities. National GPA membership provides GrantSchool webinars and events, GrantZone’s online community and special interest groups, GrantStation access for funder research, mentoring, career services, and discounts on software, training, and insurance. Together, chapter connection and national resources help grant professionals keep stewardship warm, creative, and sustainable.
At the end of the day, post-award stewardship doesn’t have to be stiff. It can be thoughtful, a little creative, and deeply human, reflecting the heart of the work itself.
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Lauren Swern, is a creative and community-focused development director at the New Jersey Highlands Coalition, founder of the NJ Environmental Fundraisers Gathering, and an active leader in professional organizations including NJ GPA, AFP-NJ, SHRM, and ATD. Her email is laurenrswern@gmail.com
