Grant writers cost money, but a bad one will waste it. The difference between a skilled grant consultant and an amateur can mean the difference between landing a six-figure award and rejection. This guide walks you through the key criteria to evaluate before you hire.
Verify Track Record and Win Rate
Ask for specific numbers: How many grants has this writer submitted on behalf of clients in the past 12 months? What's their funding success rate? A credible service should provide case studies or references broken down by grant type and funding amount.
Be wary of guarantees like "we'll get you funded" or claims above 70% success rates—legitimate grant outcomes depend partly on your organization's readiness and program fit, not just the writer's skill. A realistic range is 40–60% for experienced professionals, depending on sector and grant competitiveness.
Request examples of actual grant proposals they've written (with funder permission). Review the writing quality, how well they tailored applications to specific guidelines, and whether they demonstrated understanding of the funder's priorities.
Check Credentials and Specialization
Look for grant writers certified by the American Grant Writers Association (AGWA) or similar professional bodies. Certification isn't mandatory, but it signals commitment to standards and ethics.
More importantly, does the writer specialize in your sector? A grant consultant with deep experience in health and human services will write stronger applications for nonprofits in that space than a generalist. Ask about their typical client types and funding sources they target—foundations, government agencies, or corporate funders.
If your nonprofit pursues niche grants (e.g., environmental conservation, K-12 education), ensure the service has specific expertise there. A generalist may miss crucial nuances in your funder's priorities.
Understand Pricing Models and Hidden Costs
Grant writing services charge in three main ways:
- Hourly rates: $75–$200+ per hour, depending on experience and location
- Per-application fees: $2,000–$10,000 per grant, often adjusted for award size
- Retainer + contingency: Monthly retainer ($1,500–$5,000) plus a small percentage of awarded funds (typically 5–10%)
Each model has trade-offs. Hourly billing incentivizes thoroughness but can spiral; per-application fees lock in costs upfront; contingency models align the writer's success with yours, but eat into your award.
Ask about what's included. Does the fee cover research into funding opportunities, internal interviews with your staff, budget development, or only writing? Some services charge extra for grant research or multi-round editing. Get a detailed scope before signing.
Evaluate the Discovery and Intake Process
A strong grant writer won't immediately start writing. They should spend 2–4 weeks learning your organization:
- What problems does your program solve?
- Who are your beneficiaries and how many do you serve?
- What measurable outcomes do you track?
- What's your annual budget and organizational capacity?
If a service pitches you within 48 hours or skips in-depth interviews, move on. Deep discovery leads to stronger narratives and higher win rates.
Insist on direct communication. You should speak with the actual writer assigned to your grants, not just an account manager. They need to understand your mission intimately.
Review Timeline and Availability
Grant deadlines are fixed. Confirm the service can meet your submission dates—ideally with a 4–6 week buffer before deadline to account for revisions and funder questions.
Ask how many clients they handle simultaneously. A writer juggling 15+ active clients may not prioritize yours. Smaller boutique services (1–5 staff) often offer more personalized attention than larger agencies.
Check References and Online Reputation
Contact at least two nonprofits this service has worked with. Ask: Did the writer deliver on time? How responsive were they to feedback? Did the grant get funded? Would you hire them again?
Review their website for testimonials, but verify them independently. Check if they're listed on platforms like Mercoly, which helps you compare and find trusted grant writing services in one place.
Finally, trust your instinct. You're hiring someone to represent your mission. If communication feels stilted or the writer doesn't ask thoughtful questions, it's not the right fit.
Frequently Asked Questions
Q: How long does it take a grant writer to deliver a completed application? Most writers need 4–8 weeks from kickoff to submission-ready draft, depending on application complexity and how quickly your staff provides program data.
Q: Should I use the same grant writer for multiple funders? Yes—a consistent writer learns your organization deeply and builds stronger relationships with your team, leading to higher-quality applications over time.
Q: What happens if a grant writer submits an application and it gets rejected? Reputable services will offer one round of revisions at no extra cost and help you resubmit to the same funder next year or identify similar opportunities.
Ready to find the right grant writer? Start your search today and compare vetted services that match your nonprofit's needs.