Documentation

To ensure your hybrid humanitarian NGO in Ireland is legally compliant and operationally effective, you’ll need to maintain specific documentation at each phase. Below is a breakdown of the essential paperwork required, aligned with your checklist:

📑 Essential Documentation for Your NGO

✅ Phase 1: Foundation

1. Mission & Niche Definition

• Written statement of purpose (for Charities Regulator).
• Needs assessment (e.g., data on refugee tech access gaps).

1. Legal Name & Governance

• Proof of name availability (CRO search screenshot).
• Signed board member agreements (volunteer roles outlined).

1. Board Setup

• Minutes of inaugural board meeting (template here).
• Conflict of interest policies (signed by all board members).

✅ Phase 2: Legal Setup

4. CLG Registration

• Completed Form A1 (CRO).
• Signed constitution (using Charities Regulator template).
• Registered office address proof (lease/utility bill).

4. Charitable Status

• Charities Regulator application confirmation.
• Proof of charitable purpose (e.g., pilot project plan).

4. Tax Exemption

• Form CHY1 submission receipt (Revenue.ie).
• Bank account details for tax-free donations.

✅ Phase 3: Funding & Operations

7. Bank Account

• Board resolution authorizing account opening.
• Certified copies of CLG registration (CRO).

7. Pilot Project

• Partnership agreements (e.g., with MRCI).
• Inventory logs for donated tech (serial numbers, condition).

7. Revenue Streams

• Invoices for earned income (e.g., tech-wiping services).
• Grant applications (save drafts + submission confirmations).

✅ Phase 4: Transparency & Growth

10. Website Compliance
    • Privacy policy (GDPR-compliant, see dataprotection.ie).
    • Annual report PDF (impact metrics, finances).
11. Payroll
    • Employment contract (first hire).
    • PAYE registration proof (Revenue.ie).
12. Annual Compliance
    • CRO annual return (Form B1).
    • Charities Regulator annual report.

🔥 Critical Pro Tips

• Digital Trails: Use Google Drive/Notion to store:
• Board meeting recordings/notes.
• Expense receipts (photograph immediately).
• Volunteer Paperwork: Even unpaid staff need:
• Signed confidentiality agreements.
• Role descriptions (for liability protection).
• Grant Proofs: Save all grant-related:
• Award letters.
• Spending reports (how funds were used).

📎 Attachments to Collect Over Time

1. Insurance Policies (e.g., public liability, director’s indemnity).
2. Data Protection Impact Assessment (if handling refugee data).
3. Audited Financial Statements (after Year 1).

Final Note:
“Keep originals in a fireproof safe, digitize everything, and assign one board member (e.g., Secretary) to own document retention. Missing one form can delay funding by months.”

Need a free GDPR policy template or grant expenditure tracker? Happy to share!