Extract Obligations from a Grant Agreement

A copy-paste AI prompt that pulls the responsibilities, deadlines and prior-approval triggers out of a signed funding agreement into one table you can check and track.

What This Prompt Does

It reads a signed funding agreement, appendices included, and returns one table of everything the agreement obliges your organization to do: reporting, payments, approvals, records, closeout and duties passed to partners. Each row carries the exact quote it came from, an owner column to fill, and a flag for the obligations that hurt most if missed.

Replace the bracketed text with your details before you run it.

Pasting a sensitive agreement into a public AI tool can mean the provider stores it and trains on it. Many grant agreements impose confidentiality requirements as a condition of the award, so pasting one can breach it. Keep confidential material out of public tools and use AI that runs inside a system your organization controls.
I am a [YOUR ROLE] at a nonprofit or NGO. Below is a signed grant agreement, with its appendices and award notice. Extract every obligation it places on my organization. Do not summarize and do not skip boilerplate. Read the main body and every appendix, because compliance terms are often buried there. Look for these types: 1. Reporting: what data must be collected, and each report's cycle (such as monthly, quarterly or annual) exactly as the agreement fixes it. 2. Financial and payment: payment or reimbursement terms and the milestones they are tied to. 3. Prior approval: every change that needs written funder approval in advance, such as a change in key personnel or their extended absence, a new location, partner or activity outside the approved country, a fixed-amount subaward, carrying unspent funds into the next budget period, extending the end date, or anything that departs from the award's terms and restrictions. 4. Records: administrative, financial and program records, retention periods and who may access them. 5. Closeout: all expenditures, activities, administrative steps and final reports needed to finish the award, and any window for outstanding reports. 6. Subaward and flow-down: any term that must be passed to a partner or subrecipient, including a requirement to hold that partner's signed agreement. Return one table with exactly these columns: Obligation | Type | Deadline or trigger | Owner (leave blank) | Risk (Routine, or High if a miss brings penalties or damages the funder relationship) | Location in agreement | Exact quote Quote the clause word for word in every row. If a clause is unclear, say so instead of interpreting it. After the table, list any obligation you could not tie to a specific quote, and any place where the payment schedule does not match the milestones named in the agreement. [PASTE THE AGREEMENT TEXT HERE]
Open it, with the prompt already in:ChatGPTClaudeGemini(opens empty)

How to Use It

  1. Check whether your organization has a written AI use policy and whether it approves the tool you plan to use.
  2. Read the agreement's own confidentiality terms before you paste anything.
  3. Paste the prompt and the full agreement, appendices included, into a tool your organization controls, and run it.
  4. If the agreement covers a subaward, read the flow-down clauses yourself and confirm the partner's signed agreement is on file.
  5. Copy the table into your tracker and give every row a named owner. A row with no owner means nobody is accountable.

Check the Output

  • Match every quote in the table to the original text. If you cannot find it word for word, treat the row as unreliable and delete it.
  • Scan each appendix yourself for terms the table missed.
  • Compare the payment terms with your real project milestones.
  • Confirm every prior-approval trigger is listed, especially key personnel and carrying funds forward.

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