How to Find a Grant Writer: Insights from an Expert
The nonprofit sector is more competitive than ever, with over 1.8 million registered US nonprofits - a 20% increase in 2023 - vying for limited funding. Many rely on grants to sustain their programs, but securing grants takes more than just applying.
This is where a professional grant writer becomes indispensable. More than just writing proposals, they help secure your nonprofit’s financial future by positioning it for long-term funding success. But what exactly does a grant writer do and how do you identify the best candidate? Let’s dive right in.
What Can You Get a Grant Writer to Do?
A grant writer’s job goes beyond just writing proposals. They serve as strategic partners in securing funding, managing the entire grant application process from research to submission. Here’s a breakdown of their core responsibilities:
Research Grant Opportunities:
Not all grants are worth pursuing. A professional grant writer will identify funding opportunities that align with your nonprofit’s mission, increasing your chances of success, using platforms like Foundation Directory or Instrumentl. They will also assess your nonprofit’s eligibility for different grants and stay updated on deadlines.
A professional grant writer uses platforms like Instrumentl to identify funding opportunities that align with your nonprofit’s mission
Write Persuasive Grant Proposals:
Grant writing is storytelling with impact. A great grant writer asks key questions to understand your nonprofit’s work to craft compelling, funder-aligned proposals, whether a one-page concept note or a detailed, multi-page application.
Manage the Application Process:
Grant writers ensure that all necessary application documents such as budgets and financial statements are accurately and submitted on time. Their attention to detail ensures nothing is overlooked.
Monitoring and Reporting:
Securing a grant is just the beginning. Many funders require impact reports to track how funds are used. A grant writer can help prepare these reports and ensure compliance, therefore cultivating a strong relationship with funders and positioning your nonprofit well for future funding opportunities.
Why Hiring a Grant Writer is a Wise Investment?
Many nonprofits try to write grants in-house, only to find it time-consuming, complex and often unsuccessful. Here’s why hiring a grant writer is one of the best investments your nonprofit can make:
Increased funding success - a professionally written grant has a 60% chance of approval. While no grant writer can guarantee funding, they can maximize your nonprofit’s chances by targeting the right grants and crafting strong applications.
Time savings for your team - your team likely already juggles program development, outreach and operations; adding grant writing can be overwhelming. A skilled grant writer handles the research, writing, and submission process, freeing your staff to focus on their core work.
Long-term sustainability - A grant writer does more than submit applications - they cultivate lasting funder relationships through detailed impact reports, networking and ongoing engagement, setting your nonprofit up for future funding opportunities.
Hiring a grant writer can be one of the best investments your nonprofit can make
What to Consider When Hiring a Grant Writer?
Hiring the right grant writer can significantly boost your nonprofit’s funding success. Here’s what to look for when evaluating candidates:
Proven Track Record of Successful Grant Writing:
Experience isn’t just valuable - it’s critical. A seasoned grant writer should have a track record of securing funding for nonprofits. When evaluating candidates, ask:
What experience do you have in writing compelling narratives or impact stories for grants? Can you provide examples of grants you’ve successfully secured?
Have you worked with non-profits in our sector before? If yes, what were the types of grants that you worked on (e.g. government, corporate, private foundations, etc)
Can you provide examples of challenges you've faced in grant writing for nonprofits and how you overcame them?
A grant writer’s past performance is often a good predictor of future success.
Strong Research Skills to Identify Funding Opportunities:
Great grant writers are detectives as much as they are storytellers. They don’t just write proposals—they uncover the right opportunities. A top-tier grant writer will analyze funders’ past grants, priorities and decision-making patterns before recommending potential grants that might align with your nonprofit’s goals.
They will be able to tell you:
What impact (outputs and outcomes) is the funder looking to create with this grant?
What types of projects has this funder supported before in the past and are there common threads amongst these projects? Are there projects that the funder is unlikely to support?
An example of how a good grant writer might analyze a potential grant opportunity
Ability to Tell Compelling Stories that Align with Funders’ Interests:
A good grant writer knows how to turn data and program goals into a compelling narrative to show the impact of your nonprofit’s work. Funders read hundreds—sometimes thousands—of applications. Your grant writer’s ability to engage, persuade, and stand out can make the difference between approval and rejection.
When looking through their past proposals, look for common signs of a winning grant proposal, such as:
Using data to highlight the urgency of the problem - they are able to articulate why the issue matters and why it needs to be addressed now (and not a year from now). For example: While educational attainment and English proficiency have been shown to be key drivers of long-term family well-being, with one study showing that for every dollar spent on adult literacy, society reaps $7.14 in returns through increased individual earnings and decreased social expenditures, 97% (1.3 million people) of those who need literacy education in New York City do not receive it.
Framing a funding request with a return on investment narrative - for example: if your nonprofit profit is running an Intergenerational Democracy Fellowship that will engage 30 fellows, who will in turn impact 150 participants, this means 180 individuals will benefit from high-impact, evidence-based interactions designed to restore civic trust and strengthen democracy. Using a cost-per-person metric, the total program cost of $41,280 translates to just $229.30 per person. For $229.30, we’re not only safeguarding democracy but also planting the seeds of civic leadership with long-term ripple effects. Isn’t that a small price to pay for such transformative impact?
Propose an evaluation framework - good grant writers have experience preparing a Logic Model - which is a systematic and visual way to articulate the resources, activities and outputs needed for your nonprofit or program to achieve its intended outcomes and impact.
Explaining the key features of a program clearly - for example: To increase the turnout rate of young voters, we are creating an Intergenerational Democracy Fellowship, targeted at 15 youths aged 17 - 29 and 15 older adults aged above 60, to train them to become community leaders to organize their friends, family, and neighbors to vote. This 3-month Fellowship (approximately 3 sessions per month) will have three main stages, each with modules that cover specific learning outcomes.
How to Hire a Grant Writer for Your Nonprofit?
Here are the exact steps to take to get started with hiring a grant writer for your nonprofit.
Define your Scope of Work:
Before hiring, clarify what you need a grant writer to do. Ask yourself:
What specific tasks do you want the grant writer to take on? Should they research funding sources, write proposals, manage the entire grant process, do impact reporting to funders, or do all of these?
What are your immediate and long-term funding goals? Are you seeking funding for a specific program or general operations? Also, what type of grants are you targeting - government grants, private foundations or corporate foundations?
How involved will you or your team be in the grant-writing process? Will you prefer for the grant writer to work independently or will they need to collaborate closely with your team?
What is your budget for hiring a grant writer? Are you looking for a full-time, part-time or freelance grant writer?
Upwork can be a great place to find qualified grant writers
Look for Qualified Candidates:
Start your search by tapping into either of these channels:
Professional associations like the Grant Professionals Association (GPA), which has a job board that connects you with certified grant writers
Platforms like Upwork and Fiverr which can connect you with freelance grant writers with flexible term or project-based work options
Ask fellow nonprofits for referrals - they may recommend trusted writers with proven success
Assess their Experience and Skills:
Not all grant writers are equal. Look for candidates who have demonstrated the traits in the section above on “what to consider when hiring a grant writer”. If possible, request examples of their previous work, with confidential information removed, to assess their writing style and effectiveness.
When interviewing candidates, prepare questions that will help you understand their experience, fees, working norms and strategy. Some questions you could ask:
How do you identify potential funding opportunities?
What experience do you have in writing compelling narratives or impact stories for grants? Can you provide examples of grants you've successfully secured?
Can you provide examples of challenges you've faced in grant writing for nonprofits and how you overcame them?
What is your pricing structure (hourly rate, flat fee, percentage of the grant, etc.)?
How will you work with our program staff or other stakeholders to gather the necessary information that is required?
What can we expect in terms of progress reporting through the duration of the project?
Finalize the Hire :
After you have identified the right candidate, prepare a written service agreement to establish clarity on the terms of your working relationship, such as deliverables, timelines and communication norms.
Bonus tip: before hiring a grant-writer, you could also start with a small, paid, test project (e.g. writing one section of a grant proposal) to evaluate their skills before hiring them
How Much Does it Cost to Hire a Grant Writer?
Grant writing costs vary based on experience, project complexity, and hiring model:
The above costs were based on an analysis of data on salaries, hourly rates and freelance rates from sources like ZipRecruiter, Salary.com, and Indeed as of 2025
Grant writers could charge hourly rates anywhere between $20 - $200 based on their experience level. For one-time proposals, they may charge anywhere from $500 for simpler applications to $5,000+ for more comprehensive and lengthy proposals.
Nonprofits who require more ongoing support may also decide to enter into a retainer agreement with a grant writer, where the nonprofit pays a set fee (usually monthly) for a specific number of hours or deliverables.
As an independent contractor, the grant writer works under an service agreement outlining the scope and expectations, with the retainer fees varying from $500 to $10,000 per month depending on the expertise and volume of work required.
Nonprofits who require even more detailed support could opt to hire a full-time grant writer to join their team. The average salary for grant writers in the United States is approximately $66,107 per year, or around $31.78 per hour. However, based on experience and location, salaries can range from $52,000 to over $99,500.
Should you Hire a Full-time or Freelance Grant Writer?
The choice between a freelance or in-house grant writer depends on your nonprofit’s needs:
If you're unsure, hire a freelancer for a trial project. If they prove successful, consider a long-term contract or full-time hire.
Get the Funding Your Nonprofit Deserves
Hiring a grant writer isn’t just about submitting applications - it’s about securing your nonprofit’s future. A skilled grant writer can unlock funding, streamline the grant process, and build lasting relationships with funders that last beyond a single grant cycle.
As competition for funding grows, nonprofits that invest in strategic grant writing will have a clear advantage. Whether you choose a freelancer or an in-house expert, finding the right grant writer is a key step toward long-term sustainability.
As a seasoned grant writer with over a decade of experience, I have helped organizations secure S$1.2 million in funding, turning ambitious missions into fully funded programs. Whether your nonprofit needs support with project funding or general operating costs, I can bring a results-driven approach to your grant application process.
Don’t let funding challenges limit your impact—schedule a free 30-minute grant writing consultation with me and take the first step toward securing the resources your organization needs to thrive.
