Grant writing services are expensive and time-consuming to vet, making it easy to hire someone who'll waste your nonprofit's resources. Bad grant writers waste money, damage your credibility with funders, and delay critical projects. Here's what to watch for so you don't end up with the wrong partner.
Vague Promises About Funding Amounts
Red flag: A grant writer guarantees you'll receive specific funding amounts or promises a certain number of grants will be awarded. Legitimate grant professionals never guarantee outcomes—that's not how grantmaking works. They can promise effort, expertise, and quality applications, but not results.
Ask potential partners: "What's your typical success rate, and how do you define success?" A honest answer acknowledges that even strong applications get rejected, while highlighting their experience with specific funder types or geographies where they've had strong track records.
No Track Record or References
If a grant writer won't provide references from nonprofits they've actually worked with, that's a serious warning. Reputable grant consultants should have case studies, past client names (with permission), or at minimum a portfolio of successful grant proposals they've written.
Don't settle for vague claims. Request at least three references from similar-sized organizations in your field, and actually call them. Ask about the writer's responsiveness, how well they understood the nonprofit's mission, and whether the organization received funding.
Flat Fees With Hidden Costs
Many grant writing services quote a base price ($2,000–$8,000 for a single application is typical, though comprehensive packages run higher), then add surprise costs for research, editing, or submission management. Before hiring, request a detailed fee structure in writing that accounts for all services.
Watch for these hidden charges:
- Research fees beyond the quoted scope
- Revision costs after the initial draft
- Administrative or submission fees
- Markup on funder databases or tools
- Charges for follow-up compliance reporting
Get everything itemized upfront, including how many revision rounds are included and what happens if you request major changes.
Unwillingness to Customize Applications
A red flag: the grant writer uses templates heavily or applies the same language across different funders. Generic applications get rejected. Strong grant writers customize each proposal to match the funder's priorities, language, and focus areas.
During your initial consultation, ask the writer how they approach customization for different funders. They should explain how they'll tailor your organizational narrative, outcomes metrics, and project descriptions to align with what each foundation or government agency actually wants to fund.
Poor Communication or Unclear Timeline
If responses take a week or more, or if the writer doesn't outline a clear project timeline upfront, you're in for delays. Grant deadlines are immovable. A good grant writer should confirm turnaround times in writing and check in regularly on progress.
Before signing an agreement, clarify: How often will you communicate? Who's the primary point of contact? What's the timeline from your first information-gathering call to final submission? Add 2–3 weeks of buffer time into any stated deadline to allow for feedback rounds.
Zero Grant-Specific Experience
Some general business writers or marketers claim they can handle grant writing. Don't believe it. Grant applications have specific formats, compliance requirements, and funder expectations that differ drastically from marketing copy or business plans.
Look specifically for someone with grant writing certifications (like those from the American Association of Grant Professionals), years of nonprofit experience, or specialization in your funder type (federal, foundation, government).
Pressure to Use Their Fiscal Sponsor or Partner Organizations
Some grant consultants bundle services with their own fiscal sponsors, accountants, or evaluation partners—and pressure you to use them. While partnerships can work, this setup often inflates costs and locks you into their network.
Don't feel obligated. A professional grant writer should work with your existing team and partners unless you genuinely need a recommendation.
How to Vet Properly
Before committing, have a paid discovery call (30 minutes to 1 hour, usually $100–$300) with at least two candidates. This investment weeds out poor fits early and gives you concrete feel for their approach. Ask direct questions about their process, experience, and fees—and trust your gut about responsiveness and clarity.
Mercoly can help you compare and find trusted grant writing services providers in one place, making the vetting process faster and more transparent.
Frequently Asked Questions
Q: What's a reasonable price for grant writing services? A: Single-application grants typically cost $2,500–$8,000; retainer-based partnerships for multiple grants range from $3,000–$15,000+ per month depending on scope, experience level, and your organization's size.
Q: Should I hire a grant writer if I have a limited budget? A: If your nonprofit can secure even one $25,000+ grant, the investment pays for itself; if you're targeting smaller grants under $10,000, consider whether your board or volunteers can co-write instead, then hire a professional for editing and strategy.
Q: How do I know if a grant writer actually knows my field? A: Ask them to explain the funding landscape, top funders, and common pain points in your sector; they should speak with specificity, not generalities.
Get a free comparison of grant writing services providers today to find one that fits your nonprofit's needs and budget.