M&E for funders
What to ask of grantees, when to commission an evaluation, and what to budget, written for the funder's side of the table.
Our view: most M&E dysfunction starts with funders asking for more than anyone will use. So the default here is lean, and the calculator rounds down.
Right-size the ask
Set the grant size and three facts about it. You get a proportionate requirement set: an M&E budget band, what to ask for and what to skip, how heavy that is for the grantee, and whether an evaluation is worth commissioning. Nothing leaves your browser.
Light ask
M&E budget: Up to about 3%
The low end some private foundations expect. Budget guide
Worth a little structure, but let the grantee lead. Ask for a few outcomes they already track, not a measurement system built for you.
Ask for this
- An annual narrative tied to your decisions
- Three to five outcome indicators the grantee proposes
- A short internal review at close
Skip it here
- A mandated indicator list
- External evaluation
- Disaggregation you will not analyze
Grantee burden
Modest: a few hours a year
Evaluation: Internal review only
Skip the external evaluator. A structured self-assessment at close gives you enough at this scale.
- Size sets the ceiling. A $20K grant cannot carry the same M&E load as a $2M one. The ask scales with what is at stake.
- Risk earns rigor. An unproven approach with a new grantee is where evaluation pays off. A proven model with a trusted partner needs less.
- The default is less. Borderline answers land on the lighter tier. The burden falls on the grantee, so every requirement has to earn its place.
The tiers are our rule of thumb, not a standard. The budget bands follow our budget guide.
The funder M&E library
Guides and references from across the site that answer the questions funders bring. Most are written for the people doing the M&E, which is useful when you are deciding what to ask of them.
Foundations
Reading what grantees send you.
- Monitoring vs evaluationMonitoring tracks program progress continuously; evaluation assesses outcomes and impact periodically. Both are essential to M&E, and this guide explains the difference and how they work together.Reference
- Output vs outcome vs impactThe most common confusion in M&E. Learn the difference between outputs, outcomes, and impact with clear examples from health, education, and food security programs.Guide
- Logframe vs theory of changeTwo frameworks everyone confuses. When you need a logframe, when you need a Theory of Change, why most programs need both, and which donors require which.Guide
Designing the ask
Keeping requirements proportionate.
- The data collection burdenThe total time, effort, and resources required from respondents and implementers to complete data collection activities, balanced against data quality needs and program capacity.Reference
- Too many indicatorsWhy packing your proposal logframe with 30+ indicators loses points with reviewers and creates an unfundable M&E budget. The fix is ruthless prioritization, not longer tables.Guide
- Donor requirementsM&E obligations specified in grant agreements and donor policies that shape system design and reporting.Reference
Evaluation
Whether to commission one, and how.
- Is it ready to evaluate?A preliminary review of whether a program is sufficiently mature and documented to be meaningfully evaluated.Reference
- Writing an evaluation TORA practical guide to writing evaluation TORs that get you a good evaluation. Scoping, evaluation questions, methodology expectations, timelines, budgets, and evaluator selection.Guide
- Choosing an evaluation methodA decision framework for choosing evaluation design. Covers experimental, quasi-experimental, and non-experimental approaches.Guide
- Choosing DAC criteriaThe DAC criteria are a menu, not a checklist. How to choose which of the six to prioritize by evaluation purpose and timing, how to write sharp questions for each, and when humanitarian evaluations should use the ALNAP criteria instead.Guide
Budget and reporting
What it costs and what to ask for back.
- How much to budget for M&EThe 5-10% rule explained, evaluation cost ranges by type, budget breakdown templates, and how to negotiate when the M&E budget is too small for what the donor is asking.Guide
- Reporting best practicesThe principles and practices for producing evaluation and monitoring reports that are clear, credible, actionable, and tailored to their intended audiences.Reference