When hiring a grant writer or grant consultant, a nonprofit organization needs to make informed, ethical, and effective decisions. In this 10-part video series, Steve Koontz, owner of Keep It Watered, talked with Sheena Weller, owner of Weller Grant Services, about when to hire, what type of professional you need, how to evaluate candidates, contracting best practices, and how to manage the relationship for success.
Contact Sheena at sheena@wellergrantservices.com.
1. Clarify Your Organizational Needs
1. Clarify Your Organizational Needs
- Before engaging a grant professional, assess your internal capacity and goals. Key questions to answer:
- What funding do we need (programmatic, capital, capacity-building, operating)?
- Are we seeking one-time grant submissions or support for a long-term funding strategy?
- Do we have internal staff who can support data collection, budgeting, and reporting?
- Do we need help with prospect research, writing, compliance, or all of the above?
Situations that I see:
- New or small nonprofits often need organizational support. They need to get grant ready and/or a grant strategy.
- Growing organizations may need support to increase their writing capacity.
- Mature organizations may seek consultants for complex or specialized funding, such as Federal funding.
2. Grant Writer vs. Grant Consultant: What’s the Difference?
2. Grant Writer vs. Grant Consultant: What’s the Difference?
Grant Writer
Primarily responsible for researching opportunities and writing grant proposals.
Typical responsibilities:
- Grant research and prospect identification
- Proposal writing and editing
- Application submission support
- Basic reporting assistance
Best for:
- Organizations with clear programs and budgets.
- Defined funding targets.
- Internal staff who manage relationships and compliance with funders.
Grant Consultant
Provides broader, strategic support beyond writing.
Typical responsibilities:
- Grants readiness assessment
- Funding strategy development
- Pipeline and calendar creation
- Capacity building and systems development
- Board and staff training
- Sometimes includes writing
Best for:
- Organizations building or restructuring funding systems
- Leadership or capacity transitions
- Multi-year or diversified funding goals
3. Ethical Standards and Best Practices
3. Ethical Standards and Best Practices for Grant Writing
Grant professionals who are members of the Grant Professionals Association (GPA) adhere to ethical standards and best practices set by the association.
Ethical practices practiced by ethical grant professionals:
- No commission-based or contingency compensation (percentage of award)
- Transparent pricing and scope of work
- Accurate representation of the organization
- No guarantees of funding
- Respect for funder guidelines and intent Hiring on contingency is widely considered unethical and may violate funder policies.
Hiring on contingency is widely considered unethical and may violate funder policies.
4. Budgeting and Compensation Models
4. Budgeting and Compensation Models for Grant Writing
Common pricing structures:
- Hourly rates (often $50–$150+/hour depending on experience and region)
- Flat-fee per proposal or project
- Monthly retainer for ongoing support
What affects cost:
- Complexity of the grant
- Level of research required
- Organizational readiness
- Reporting and compliance expectations
5. Developing a Request for Proposals (RFP)
5. Developing a Request for Proposals (RFP)
An RFP helps attract qualified candidates and ensures alignment.
Key RFP components:
- Organizational background and mission
- Funding goals and priorities
- Scope of work and deliverables
- Timeline and deadlines
- Budget range (recommended)
- Required qualifications and experience
- Submission instructions
6. Evaluating Candidates
6. Evaluating Candidates
Review qualifications for:
- Relevant sector experience (e.g., human services, arts, education)
- Familiarity with target funders (local, state, federal, foundations)
- Writing samples (ideally funded, redacted proposals)
- References from nonprofit clients
Red flags:
- Guarantees of funding success
- Unwillingness to provide references
- Lack of understanding of your mission or community
- Pressure to act quickly without due diligence
7. Interview Questions to Ask
7. Interview Questions to Ask
- How do you approach grant research and prioritization?
- What information do you need from our team to be successful?
- How do you ensure ethical compliance in grant work?
- How do you measure success beyond awards received?
- How do you handle rejections and feedback?
- Who owns the grant content and data after the contract ends?
8. Contracting Essentials
8. Contracting Essentials
A written agreement should include:
- Scope of work and deliverables
- Timeline and milestones
- Payment terms
- Confidentiality and data ownership
- Termination clauses
- Conflict of interest statement
Ownership best practice: The nonprofit should retain ownership of all grant materials.
9. Managing the Relationship
9. Managing the Relationship – How to Hire a Grant Writer
To maximize success:
- Assign a single internal point of contact
- Establish regular check-ins
- Provide timely data, budgets, and approvals
- Track submissions, outcomes, and reporting requirements
Grant professionals are most effective when treated as strategic partners not crisis intervention.
10. Measuring Success
10. Measuring Success- How to Hire a Grant Writer
- Success should be evaluated using both quantitative and qualitative metrics:
- Number of submissions
- Funding awarded over time
- Improved grant readiness
- Strength of funder relationships
- Increased internal capacity
Remember: grant funding is competitive, and even excellent proposals may not be funded.