Documents Pakistani NGOs need ready before applying for grants

Many good proposals from Pakistani NGOs are screened out before anyone reads the idea because a required document is missing, expired or in the wrong format. Most calls give you four to six weeks. That isn't enough time to get an audit done or write a safeguarding policy from scratch.

Prepare this set in advance, keep it in one shared folder, and update it every year.

1. Legal registration

Donors will ask for proof that your organisation is legally registered. In Pakistan that usually means one of:

• Registration under the Societies Registration Act, 1860
• A trust deed registered under the relevant federal or provincial trust law
• Incorporation as a not-for-profit company with the SECP under the Companies Act, 2017
• Registration with the provincial Social Welfare Department under the Voluntary Social Welfare Agencies Ordinance, 1961

Keep a clear scan of the registration certificate and your constitution, memorandum or trust deed. Many donors also check that your registered objectives cover the proposed work.

2. Permission to receive foreign funding

Organisations receiving foreign contributions generally need to be registered with, or have an agreement with, the Economic Affairs Division (EAD) of the Government of Pakistan. Requirements and procedures have changed over the years and can take time, so check the current rules on the EAD website well before you apply for international funding. Some donors will only fund organisations with this permission in place, while others fund through registered intermediaries.

3. Tax documents

• National Tax Number (NTN) from the FBR.
• Evidence of tax-exempt or non-profit status if you have it.
• Recent tax returns where applicable.

4. Audited financial statements

Most institutional donors ask for audited accounts for the last two or three years, signed by a chartered accountant firm. Some also ask for the management letter. Plan your audit so it finishes within a few months of your financial year end.

5. Certification

Certification by the Pakistan Centre for Philanthropy (PCP) is widely recognised as evidence of good governance, financial management and programme delivery. It isn't always mandatory, but it strengthens applications and can open access to tax benefits for donors. The process takes time, so start early.

6. Governance documents

• List of board or governing body members, with short bios
• Recent board meeting minutes, especially approval of accounts
• Organogram
• CVs of key staff who'll work on the project

7. Policies donors expect

Even small organisations are increasingly expected to have these, approved by the board:

• Safeguarding / PSEA (protection from sexual exploitation and abuse)
• Anti-fraud and anti-corruption
• Anti-terrorism and anti-money laundering, including partner and supplier vetting
• Procurement
• Finance and financial management
• HR, including code of conduct
• Conflict of interest
• Complaints and feedback
• Data protection

A short, clear policy that you actually follow is better than a long one copied from another organisation.

8. Track record

• A capacity statement: two pages on who you are, where you work, your themes and your main projects.
• A table of past and current projects with donor, amount, dates, location and results.
• Reference letters or contacts from previous donors or government departments.

9. Banking

A bank account in the organisation's name, with a letter from the bank confirming account details. Donors won't transfer funds to personal accounts.

Keep a master folder

Create a folder with a sub-folder for each item above, and a simple list showing each document's expiry or renewal date. Before every application, check the list and refresh anything out of date. When a call opens, you can spend your time on the proposal instead of chasing paperwork.

This guide is general information, not legal advice. Registration and foreign-funding rules change, so confirm current requirements with the relevant government body.