Your program officer is one of the most important relationships on your award. Short, regular updates keep them in the loop, make approvals easier when you need them, and help your company build a track record for the next round of funding.
Why Forge cares about this
Our incentives are aligned with yours. We want you to keep winning new funding, because that's how your company grows and how we grow with you. Good communication with your program officer is a big part of that.
Forge isn't a grant writing firm. But we work with partners who are. If you're planning your next proposal, message us and we'll connect you.
When to send an update
Soon after the award starts. Confirm work is underway and share your plan.
At major milestones. A prototype is built, a study is set up, testing is done.
Any time something changes. A delay, a new direction, a budget move, or a change in your team.
Tips
Keep it short. Program officers handle a lot of awards, so one screen is plenty.
Raise changes early. Ask about a scope, design or budget change before you make it, not after.
Point back to past conversations. If your program officer helped shape the plan, say so. It shows you're sticking to what you agreed.
Send it at natural checkpoints. After the award starts, at major milestones, and any time something changes.
Say so if nothing has changed. "Nothing to flag" is useful. It tells your program officer things are on track.
Status update email you can copy
Replace everything in [brackets] with your own details.
Subject: [Award #] Progress update: [short project title]
Hi Dr. [Program Officer Last Name],
I wanted to send a quick update on [Award #], "[Project Title]." The award started in [Month Year] and work on [main activity, e.g., study setup / prototype development] is underway.
Where we are
[Milestone or activity 1]: [What's done and what's in progress]
[Milestone or activity 2]: [What's done and what's in progress]
[Approach or design]: [One or two sentences on the current plan, noting anything already discussed with you]
Next few weeks
[Next step 1]
[Next step 2]
[Next step 3]
Timeline
We expect to [key milestone] by [target date or quarter].
Anything to flag (optional)
[Describe any proposed change to scope, design, key personnel or budget, and ask whether it needs prior approval. If there's nothing to flag, say so.]
I'll send another update once [next milestone]. Happy to talk anytime if you have questions.
Best,
[Name]
[Title, Company]
[Phone]
If your update includes a budget change
A status update is a good place to mention small budget moves that don't need approval. If a change does need approval, send a separate request and wait for a written yes before you spend. See How to re-budget your SBIR or STTR award for which is which.
How Forge helps
Want a second pair of eyes before you hit send? Message us. We can check the update against your budget and award terms, and flag anything that might need prior approval.