OMB Approval No. 0985-0006

Expiration: 4/30/2021

Guidelines for Preparing Performance Reports for Discretionary

Grants Supported by the U.S. Administration for Community Living 

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection 

displays a valid OMB control number (OMB 0985-0006). Public reporting burden for this collection of information is estimated to average 20 

hours per response, including time for gathering and maintaining the data needed and completing and reviewing the collection of information. 

The obligation to respond to this collection is required to retain the statutory authority (Older Americans Act). Send comments regarding the 

burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Administration for 

Community Living, U.S. Department of Health and Human Services, 330 C Street, SW, Washington, DC 20201-0008, 
Table of Contents

INTRODUCTION .......................................................................................................................... 3

GENERAL INSTRUCTIONS........................................................................................................ 3

A. Performance Report Submission........................................................................................... 3

B. Performance Report Style ..................................................................................................... 4

C. Performance Report Format.................................................................................................. 4

PERFORMANCE REPORT ORGANIZATION AND CONTENT.............................................. 4

A. Title Page (All Performance Reports)................................................................................... 5

B. Table of Contents (Final Reports Only)................................................................................ 5

C. Executive Summary (Final Report Only).............................................................................. 5

D. Introduction (Final Reports Only)......................................................................................... 5

E. Activities and Accomplishments........................................................................................... 5

Semi-Annual Reports.............................................................................................................. 5

Final Reports........................................................................................................................... 6

F. Appendix (All Performance Reports).................................................................................... 6

PERFORMANCE REPORT FOLLOW-UP .................................................................................. 6

FEDERAL FINANCIAL REPORTS ............................................................................................. 7

SAMPLE: SEMI-ANNUAL PERFORMANCE REPORT COVER SHEET................................ 8
INTRODUCTION

The U.S. Administration for Community Living (ACL) views the Guidelines for Preparing 

Performance Reports, including Semi-Annual Reports and Final Reports, as a template to assist 

grantees in organizing and preparing grant project Performance Reports supported by ACL

funding. These Guidelines discuss timelines and methods of delivery; content and organization; 

and information dissemination.

ACL supports projects for the purpose of developing and testing new knowledge and program 

innovations with the potential for contributing to the independence, well-being, and health of 

older adults, people with disabilities across the lifespan, and their families and caregivers. 

Deliverables required by all ACL grantees are the semi-annual and Final Reports, as provided for 

in Department of Health and Human Services regulations, 45CFR Part 74, Section 74.51. These 

reports are a communication tool and should be clearly written and understandable for a wide 

range of readers. Performance Reports should document project findings, outcomes, activities, 

methods, lessons learned, and products of significance to the fields of aging and disability. 

Recognizing that there may be reasonable variations depending on the grant opportunity, report 

authors should consult with the assigned ACL Program Officer about modifications of 

Performance Report requirements. Grantees should take note that failure to submit reports 

within the recommended timeframe may result in corrective action. 

GENERAL INSTRUCTIONS

Performance Reports are a significant tool for informing ACL regarding project development 

and outcomes and in maximizing dissemination and utilization of the project results and findings. 

Semi-Annual and Final Reports provide the grantee the opportunity to document their innovative 

program from inception to completion and to assist ACL to understand the project experience 

and its implications for others. Success of a grant project is not measured by whether or not the 

project achieved anticipated outcomes, but rather by the lessons learned through the project and 

how well they are articulated so as to inform future activity. ACL encourages you to use 

Performance Reports as a tool to record your activities as well as to inform ACL and other 

interested parties of the significant knowledge you gained, what you would have done 

differently, and of any activities planned for the future. 

A. Performance Report Submission

Semi-Annual Reports are due 30 days after each 6-month reporting period. Final Reports are 

due within 90 days of the project’s completion date. The Final Report takes the place of the 

Semi-Annual Report at the end of the final year of the grant. For example, a project funded for 

one year will have one Semi-Annual Report and one Final Report, while a project funded for 

three years will have five (5) Semi-Annual Reports and one Final Report. 

Grantees are required to submit all Performance Reports directly into their GrantSolutions 

electronic file. 
B. Performance Report Style

Performance Reports should be written for all audiences, including professionals in the Aging 

and Disability Networks at the federal, state and local level. The author’s intent should be 

simplicity in approach and language, with professional jargon kept to a minimum. Technical 

terms should be defined. 

C. Performance Report Format

The length of a Performance Report will be determined by the reporting period and subject 

matter. Final Reports, for example, will be longer since they cover the entire project period 

rather than a six-month reporting period. Performance Reports should:

 Use a font size of 12, preferably in Times New Roman

 Be double-spaced

 Include one (1) inch margins

 Include footnotes on a separate page in single line spacing

PERFORMANCE REPORT ORGANIZATION AND CONTENT

Below is a description of the content for each section required for Semi-annual and Final Reports 

listed in the order they should appear in your report. Grantees should direct any questions they 

may have about report content to their assigned Program Officer. Grantees (Project 

Directors/Principal Investigators) should ensure that submitted reports follow internal 

organizational policies and procedures.

Performance Report Organization Summary

Semi-Annual Reports

 Title Page

 Activities and Accomplishments

 Appendix

Final Reports

 Title Page

 Table of Contents

 Executive Summary

 Introduction

 Activities and Accomplishments

 Appendix

Performance Report Contents
A. Title Page (All Performance Reports)

The title page should contain the following information:

 Project Title 

 Project Director/Principle Investigator contact Information including grantee organization 

name, address, phone number and e-mail address

 The byline credit with the names of all other report authors in addition to the Project 

Director.

 The ACL Grant Award Number

 Total Project Period

 Reporting Period (Semi-Annual Reports Only)

 The Date of Report

 ACL Program Officer

 ACL Grants Management Specialist

B. Table of Contents (Final Reports Only)

A table of contents should contain page references to all major sections of the report. List all 

main headings on the left side, and type corresponding page numbers for the start of each 

heading on the right. 

C. Executive Summary (Final Report Only)

All Final Reports must begin with a 1 page Executive Summary. An Executive Summary should 

capture the project’s purpose and scope; target population; results/important findings and lessons 

learned; products developed (including intended use and audience); program and policy 

implications; and recommendations, if any. 

D. Introduction (Final Reports Only)

The introduction should provide a brief overview of the project and any background information 

that is necessary to understand the project planning strategies, goals, objectives, activities, and 

findings. 

E. Activities and Accomplishments

The Activities and Accomplishments section serves as the body of your report. Below we have 

outlined the areas to be covered for Semi-annual Reports as well as for Final Reports. For each 

of these reports, grantees are asked to respond to a series of questions. Grantees should organize 

this section of their report by listing the question, followed by the response. 

Semi-Annual Reports

1. What did you accomplish during this reporting period and how did these 

accomplishments help you reach your stated project goal(s) and objective(s)? Please note 

any significant project partners and their role in project activities. 

2. What, if any, challenges did you face during this reporting period and what actions did 

you take to address these challenges? Please note in your response changes, if any, to 

your project goal(s), objective(s), or activities that were made as a result of challenges 

faced. 
3. How have the activities conducted during this project period helped you to achieve the 

measurable outcomes identified in your project proposal? 

4. What was produced during the reporting period and how have these products been 

disseminated? Products may include articles, issue briefs, fact sheets, newsletters, survey 

instruments, sponsored conferences and workshops, websites, audiovisuals, and other 

informational resources. 

Final Reports

1. What measurable outcomes did you establish for this project and what indicators did 

you use to measure performance? To what extent did your project achieve the outcomes? 

2. What, if any, challenges did you face during the project and what actions did you take 

to address these challenges? 

3. What impact do you think this project has had to date? What are the lessons you 

learned from undertaking this project? 

4. What will happen to the project after this grant has ended? Will project activities be 

sustained? Will project activities be replicated? If the project will be sustained or 

replicated what other funding sources will allow this to occur? Please note your 

significant partners in this project and if/how you will continue to work on this activity. 

5. Over the entire project period, what were the key publications and communications 

activities? How were they disseminated or communicated? Products and 

communications activities may include articles, issue briefs, fact sheets, newsletters, 

survey instruments, sponsored conferences and workshops, websites, audiovisuals, and 

other informational resources.

F. Appendix (All Performance Reports)

Include a copy of each project product as a separate attachment and identify each by capital 

letters in sequence, i.e. A, B, C, etc. 

PERFORMANCE REPORT FOLLOW-UP

Upon receipt of each Performance Report, the Program Officer will review the report and 

communicate with the grantee should there be any questions or concerns. Program Officers are 

required to complete a Grants Monitoring Statement following the receipt of each Performance 

Report. The Grants Monitoring Statement summarizes the report and any follow-up 

recommendations and designates each report as either acceptable or unacceptable. If a report is 

found to be unacceptable, the Program Officer makes recommendations for any corrective action 

to be taken by the grantee. The Program Officer will then seek ACL approval and work with the 

grantee on any approved corrective action. Approved Performance Reports become a part of the 

official grant file. 
FEDERAL FINANCIAL REPORTS

The Federal Financial Report (SF-425) is required annually, unless otherwise noted in the Notice 

of Award. Annual reports are due 90 days after the end of the budget period and the final report 

is due 90 days after the project ends. Any project funds that remain unused at the end of the 

project period as reported on the SF-425 are returned to the Treasury, unless the grantee has 

requested an extension during the time the grant was active. 

ACL requires cumulative financial reporting through consecutive funding periods. SF425s 

should be signed by the certifying official in the recipient’s finance/budget office. SF425s 

should be submitted to ACL electronically. The e-copy of the SF-425 can be sent to: 

grants.office@acl.hhs.gov. A copy should also be sent to the grantee’s Program Officer. 

The Federal Financial Report Form (SF-425) can be found at:

http://www.whitehouse.gov/omb/grants_forms; instructions for completing the SF-425 are 

available at http://www.whitehouse.gov/sites/default/files/omb/grants/standard_forms/SF425_instructions.pdf. 
SAMPLE: SEMI-ANNUAL PERFORMANCE REPORT COVER SHEET

1. Grant #: _________________________________________ 

2. Project Title: _________________________________________ 

3. Grantee Name 

& Address: _________________________________________ 

_________________________________________ 

_________________________________________ 

_________________________________________ 

4. Telephone #: _________________________________________ 

5. Project Period: _________________________________________

6. Reporting Period: _________________________________________ 

7. Final Reporting Period: _________________________________________ 

8. Project Director/Principal Investigator ______________________________

 Telephone #: _________________________________________ 

9. Report Author ______________________________________

 Telephone #: _________________________________________ 

10. Date of Report: _________________________________________ 

11. ACL Program Officer: _________________________________________ 

12. ACL Grants Specialist: _________________________________________ 

According to the Paperwork Reduction Act of 1995, no persons are required to respond to a collection of information unless such collection 

displays a valid OMB control number (OMB 0985-0006). Public reporting burden for this collection of information is estimated to average 20 

hours per response, including time for gathering and maintaining the data needed and completing and reviewing the collection of information. 

The obligation to respond to this collection is required to retain the statutory authority (Older Americans Act). Send comments regarding the 

burden estimate or any other aspect of this collection of information, including suggestions for reducing this burden, to the Administration for 

Community Living, U.S. Department of Health and Human Services, 330 C Street, SW, Washington, DC 20201-0008,