Nonprofit External Communications and Media Policy Compliance
External communications carry significant compliance risks for 501(c)(3) organizations, particularly around political activity and lobbying limits. This annual review ensures all communications policies are current and staff understand the restrictions on public activity.
- Industry: Nonprofit
- Frequency: Annually
- Estimated Time: 2-3 hours
- Role: Executive Director / Communications Manager
- Total Items: 27
Political Activity Restrictions
Verify political activity compliance.
- Absolute prohibition on candidate political activity communicated to all staff?
- No endorsement of political candidates in organizational communications?
- Any voter guides or candidate comparisons reviewed by legal counsel before distribution?
- Organizational resources (email lists, website, facility) not used for political activity?
- All communications during election season reviewed for political activity risk?
Lobbying Limits
Track lobbying activity.
- Lobbying activities tracked for 501(h) election or substantial part test compliance?
- Direct lobbying distinguished from grassroots lobbying in tracking?
- Lobbying activity data ready for Form 990 Schedule C if applicable?
- Board-adopted lobbying policy guiding advocacy activities?
Spokesperson Authorization
Verify spokesperson authorization.
- Designated spokespersons for media inquiries identified in policy?
- Spokespersons received media training?
- Social media policy covering staff personal vs. professional activity in place?
- Approval required before public statements on sensitive topics?
Crisis Communications
Verify crisis communications readiness.
- Crisis communications plan developed and tested?
- Dark website or holding statement template prepared for crisis events?
- Board notification procedure for media crises defined?
- Legal review protocol for crisis statements before public release?
Digital Communications Compliance
Verify digital communications compliance.
- Email communications include working unsubscribe per CAN-SPAM?
- Organization physical address included in all email marketing per CAN-SPAM?
- Website disclaimer and privacy policy current?
- Online annual report and program information accurate and current?
- Charity rating platform profiles (GuideStar, Charity Navigator) current?
Brand Standards
Maintain brand standards.
- Written brand guidelines covering logo use, colors, and messaging in place?
- Major external communications reviewed before release?
- Partner and sponsor use of organizational logo governed by agreement?
- Organizational name and logo trademark registered?
- Annual report, newsletter, and key communications reviewed by communications committee?
Related Nonprofit Checklists
- Nonprofit Tax-Exempt Status Maintenance Annual Review
- Nonprofit Organizational Capacity Building Assessment
- Nonprofit Advocacy and Public Policy Compliance Audit
- Nonprofit Strategic Plan Development and Implementation
- Nonprofit Volunteer Leadership and Team Leader Development
- Nonprofit Volunteer Safety Orientation and Training
- Nonprofit Program Partnership and MOU Management
- Nonprofit Special Event Revenue Compliance and Reporting
Related Governance Compliance Checklists
- Nonprofit Board Meeting Preparation Checklist - FREE Download
- Nonprofit Bylaws Annual Review and Compliance Audit - FREE Download
- IRS Form 990 Annual Filing Preparation Checklist - FREE Download
- State Charitable Registration and Renewal Compliance Checklist - FREE Download
- Nonprofit Executive Director Annual Performance Review - FREE Download
- Nonprofit Annual Conflict of Interest Disclosure Process - FREE Download
- New Nonprofit Board Member Orientation Checklist - FREE Download
- Nonprofit Board Governance Self-Assessment - FREE Download
- Nonprofit Whistleblower Policy Compliance and Implementation Review - FREE Download
- Nonprofit Annual Reporting and Compliance Calendar Audit - FREE Download
Why Use This Nonprofit External Communications and Media Policy Compliance?
This nonprofit external communications and media policy compliance helps nonprofit teams maintain compliance and operational excellence. Designed for executive director / communications manager professionals, this checklist covers 27 critical inspection points across 6 sections. Recommended frequency: annually.
Frequently Asked Questions
What does the Nonprofit External Communications and Media Policy Compliance cover?
This checklist covers 27 inspection items across 6 sections: Political Activity Restrictions, Lobbying Limits, Spokesperson Authorization, Crisis Communications, Digital Communications Compliance, Brand Standards. It is designed for nonprofit operations and compliance.
How often should this checklist be completed?
This checklist should be completed annually. Each completion takes approximately 2-3 hours.
Who should use this Nonprofit External Communications and Media Policy Compliance?
This checklist is designed for Executive Director / Communications Manager professionals in the nonprofit industry. It can be used for self-assessments, team audits, and regulatory compliance documentation.
Can I download this checklist as a PDF?
Yes, this checklist is available as a free PDF download. You can also use it digitally in the POPProbe mobile app for real-time data capture, photo documentation, and automatic reporting.