Gathering the Necessary Documentation
Create a name and logo for the NGO. One option is to use the existing name and logo for your organization or company in your application, especially if you think it is a good fit. Often, a shorter name that sums up the mission of your organization and a bright, simple logo are effective options. It may be a good idea to provide 2-3 back up names and logos in the event your first choice is already taken. You cannot have the name and logo of an NGO that has already been registered.
Determine what type of NGO your organization will be. There are several different types of non-profit organizations that are recognized by law in major countries: charitable or religious organizations, social welfare organizations, labor and agricultural organizations, business leagues, and veterans organizations. Identify which type your organization falls under so you can specify this in your application. You can find more information on each type on the United States government website: https://www.usa.gov/start-nonprofit.
Write down the organization’s mission statement, programs, and projects. As part of your application for NGO status, you will need to provide details about the purpose and goals of your organization or group. Your mission statement should note how you plan to support individuals or a cause through actions, training, and non-profit investment. You should also detail the different types of programs and projects currently being done by your organization as well as future programs or projects you hope to implement. You also need to provide information on your staff members and their qualifications, especially if you have a small team.
Get 2-3 written letters of recommendation from local leaders. As part of your application, you will need to provide letters of recommendation that speak to the integrity and positive impact of your organization. Try to get 1 letter from a local government member, such as a city councilperson, and 1-2 other letters from other local government members or community members who can speak to your organization’s work. Make sure the letters are typed, easy to read, and signed by the recommender. Provide the original copies of the letters in your application.
Prepare a report of the organization’s finances and funding. You will need to show the government that your organization adheres to the funding requirements for non-profit status, as the organization cannot turn a profit or collect earnings that do not go back into the organization. Include annual financial reports and a breakdown of where you currently get your funding as an organization. Detailed financial documents can help to strengthen your application. Include audit reports, if you have them, as well as income and expenditure details.
Include approval by the organization’s board of directors for NGO status. You should have proof that your organization’s board of directors or general assembly approves the registration as an NGO. Include a copy of meeting minutes that show approval of the decision or signed documents that contain an approval. This will illustrate that the leaders of your organization are all on board with NGO status. If you do not already have a board of directors for your organization, you will need to create one in order to register as an NGO.
Registering as an NGO
Search online for the registering NGO body through the state or federal government. Your country’s government will have a government department or organization that handles NGO registration. The department may be called the Department of Social Development, the Ministry of Social Justice and Empowerment, or the Bureau of Democracy, Human Rights, and Labor. Do a search for the appropriate government body in your country that focuses on NGO registration. Keep in mind when you do your search that NGOs may be called something else in countries outside of North America, such as a voluntary organization or a people’s organization.
Apply online, if available, for a quicker option. Some countries will offer an application that you can complete online and provide electronic copies of all the necessary documents. Check with the applicable state or federal government body to find out if you can apply quickly and efficiently online. Some countries will allow you to access an application form online and require you to print it out so you can complete it. You can then send your documents in by mail or scan them and email them in.
Go in person to apply if an online application is not available. If you cannot access the application form online, go in person to the office or branch of the applicable government body. Bring all the necessary documents for the application with you. The representative should be able to guide you through the application process in person and provide all necessary forms you will need to fill out.
Pay registration fees, if required. Most countries will require you to pay a fee to register as an NGO. The fee can range from $100-$500 USD, depending on the country. There may also be additional fees for accessing the registration form and filing the necessary documents for the form. Your applicable state or federal government body should discuss all fees upfront before you register as an NGO.
Wait 2-3 weeks for your application to be approved. Once you have filed the application and included the necessary documentation, you may need to wait several weeks to hear back about your NGO status. You should be notified by the applicable government body if your application has been approved and your organization has been awarded NGO status. If you have not heard back about the status of your application within 2-3 weeks, follow up with the applicable government body for more information.
Operating as a Registered NGO
Apply for tax exempt status as an NGO. In many countries, NGOs are exempt from paying state and federal taxes. This legal status makes it easier for NGOs to operate, as they are not required to pay tax on the funding they receive from government bodies, donors, and other sources. After you are registered as an NGO, you can apply for tax exemption through your country’s revenue agency. Once you are approved for tax exemption, you can also provide tax deductible donations for all donors to encourage people and companies to donate to your organization or group.
Lean into the other benefits of NGO status. As an NGO, you can also enjoy other benefits like funding and support from government departments, training opportunities through the government, and financial support for equipment and items you may need as an NGO. Keep in mind the benefits associated with your NGO status will depend on which country you operate in as well as your country’s rules and regulations. As an NGO, you can also get access to foreign NGOs and international funding partners, which can help to boost your organization’s capabilities. You should be informed about the benefits available to you as an NGO once you receive your status from the government.
Follow the rules and regulations associated with NGO status. Your country may require you to confirm your NGO status annually by providing documentation and information that shows you are operating as a non-profit. You may also need to adhere to certain labor laws and organizational laws to maintain your NGO status. Your applicable government body should inform you of the rules and regulations attached to your NGO status so you can follow them.
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