Thinking of Hiring a Grant Writer? Here’s What You Need to Know

If you’ve ever tried writing a grant yourself, you know it’s not just about putting words on paper. It’s a super time-consuming process that takes strategy and know-how. That’s why a lot of nonprofits eventually decide to hire a professional. But what does that really mean? Here’s a quick look at why it’s worth considering and what the fees usually look like.

Why Hire a Grant Writer?

• Expertise Matters – Writing a grant is not just about good writing; it’s about knowing how to tell your organization’s story in a way that aligns with a funder’s priorities. A good grant writer knows how to dig into the data, connect the dots, and make your proposal stand out. They’re not just writers, they’re strategists who understand how to frame your work to fit the specific needs of a grant.

• Time Efficiency – Let’s be real, most nonprofit staff already have a lot on their plate. Adding grant writing to the mix can feel like one more thing you just don’t have the bandwidth for. A professional grant writer takes that pressure off your team, so you can stay focused on your mission. Plus, they’re faster because they’ve done it before, a lot.

• Better Chances of Success – Professional grant writers know what funders are looking for and what mistakes to avoid. They know how to dig into the guidelines, craft proposals that hit the mark, and catch details that might slip through the cracks if you’re juggling too many things. Hiring someone who knows the ropes can make a big difference when it comes to being awarded funding.

Understanding the Fees

• Hourly Rate Breakdown – Grant writers usually charge a flat rate that works out to be anywhere from $50 to $200+ per hour, depending on the project complexity

• Project-Based Fees – Sometimes it just makes more sense to pay a flat fee for a specific project. This is common when you have a single grant you want help with. The price can vary a lot depending on the scope, but at least you know what you’re paying upfront.

• Retainers – If you’re looking for ongoing support, a retainer might be the way to go. This is usually a monthly fee for continuous help with grants, research, or funder relationship guidance, help with consulting on programs, and training to get you grant-ready. It’s a great option if your funding needs don’t start or stop with one grant proposal.

What Not to Ask a Grant Writer to Do

When hiring a grant writer, it’s important to know what’s fair to expect and what's not. Here are a few things you should not ask your grant writer to do:

• Work for a Percentage of the Grant Award – This is generally considered unethical and can create conflicts of interest. It’s also prohibited by most professional associations.

• Guarantee a Specific Funding Amount – No one can promise you’ll get a certain amount of funding. Grant funding is unpredictable, and a good grant writer knows this.

• Skip the Research—Don’t expect a grant writer to just start writing without doing the legwork first. Solid proposals are built on deep research into funders, their priorities, and your organization's specific needs.

• Write Without Understanding Your Mission – Grant writers need to know what makes your organization unique, what impact you’re trying to create, and why your work matters. Without this context, their writing won’t reflect your mission.

• Handle All Post-Award Work for Free – Managing grants after they’re awarded can be a lot of work, and it’s not typically included in the initial writing fee. Be prepared to discuss this upfront if you need ongoing support.

 🛠️ Why Not DIY?

Grant writing sounds doable at first, until you’re knee-deep in application guidelines and trying to balance writing with everything else on your to-do list. It’s easy to underestimate how much time and effort go into a well-crafted proposal. And if you’re not used to writing grants, you could miss critical details that might just cost you the funding.

Hiring a pro means you’re not just paying for writing, you’re investing in experience, strategy, and a better shot at success. It frees you up to focus on your mission while someone else handles the heavy lifting of proposal development.