The Outreach Documentation Worksheet
Twelve questions a funder can ask about your outreach. No cost, no form, no follow-up. Print it, fill it in with your team, and keep it.
If you can answer all twelve with a number and a source, you do not need us. If you cannot answer half of them, you already know where the gap is.
What you are obligated to cover
- 01
What geography does your award obligate you to serve?
Name the counties, cities, or catchment area exactly as the award language does, not as your service map does.
- 02
How many people in that geography are eligible for this service?
One number, with the source and the date it was pulled.
- 03
How many did you serve in the last full reporting period?
Enrollments, not contacts. The comparison your renewal will make is against this number.
What you actually ran
- 04
List every outreach activity you ran in the last twelve months.
Events, flyers, social posts, earned media, paid placement, partner referrals. Include the ones nobody planned.
- 05
What did each activity cost, including staff time?
Staff hours are the line most grantees leave out, and the line auditors ask about.
- 06
Which activity produced the most people?
If you cannot rank them, that is the finding.
Whether anyone was counting
These four are where most documentation fails, and they are the four that cost the least to fix.
- 07
When someone contacts your program, do you record how they heard about you?
If the answer is sometimes, the answer is no.
- 08
Can you trace a single enrollment back to the activity that produced it?
Pick your most recent enrollment and try. This question takes five minutes and settles the rest of the worksheet.
- 09
How long does it take you to contact someone who reaches out?
In this field latency is not an efficiency metric. It is a risk metric.
- 10
Who on staff owns the outreach number?
Name a person. If the honest answer is whoever has time, write that.
Whether the language was checked
- 11
Has anyone reviewed your outreach language against published safe-messaging guidance?
Applies to any material referencing suicide, overdose, trauma, or substance use. Note who reviewed it and when.
- 12
If a funder asked for your outreach documentation next week, what would you send?
Write down the actual files. This is the question the other eleven were preparing you for.
Every question on this sheet is one a Reach Audit answers with data instead of recollection. You are welcome to answer them yourself first.
Answered fewer than six?
The Reach Audit produces the answers to all twelve, with sources, in three weeks. Fixed price, no retainer, and the findings are yours whether or not you hire us for anything else.
Worksheet updated August 2026 · info@strive3.com