Hiring a Grant Writer: Fair Pricing Models and 9 Red Flags
Topic guide: Grant writing · All grant resources
A good grant writer can save you dozens of hours and make your application clearer and more competitive. A bad deal can cost you money, your reputation with funders, and even your eligibility. Here’s how to hire well.
The three fair pricing models
| Model | How it works | Best for |
|---|---|---|
| Hourly | You pay for time spent, often with an estimate and cap | Small applications, edits, reviews |
| Flat project fee | One price for a defined deliverable (e.g., one federal application) | Clear scope with a known deadline |
| Monthly retainer | A set monthly fee for ongoing research, writing and reporting | Organizations applying regularly |
Rates vary widely by experience, region and complexity, so ask at least three writers for written quotes on the same scope. For a deeper look at the numbers, see how grant writers get paid.
Why “I’ll take 10% if you win” is a red flag
It sounds risk-free, but the profession’s own ethics code rules it out. The Grant Professionals Association Code of Ethics says members “shall not accept or pay a finder’s fee, commission, or percentage compensation based on grants.” The Association of Fundraising Professionals has the same standard. Why:
- Funders award money for your project and need, not for the writer’s commission.
- Many funders don’t allow pre-award writing costs to be paid from the grant. GPA’s ethics FAQ notes this is unallowable “in most cases” for federal funds under 2 CFR 200.
- It gives the writer an incentive to chase big awards rather than the right ones.
9 red flags
- Guaranteed funding or “95% success rate” with no way to verify it.
- Percentage of the award or a “success fee” as the only payment.
- No samples, no references, or references they won’t let you contact.
- They want your logins (SAM.gov, Grants.gov, bank) instead of working through your own account.
- They’ll “register you in SAM.gov” for a fee without explaining it’s free (see our SAM.gov guide).
- Vague scope: no list of deliverables, deadlines or number of revisions.
- They submit in their name, or won’t give you the final files.
- Copy-paste proposals. Plagiarism also breaks the GPA ethics code.
- Pressure to apply for everything, including grants you clearly don’t qualify for.
What to put in the contract
- Exact deliverables (e.g., narrative, budget justification, attachments list)
- Fee, payment schedule, and what’s included in revisions
- Deadlines, including an internal draft date well before the funder’s
- Who owns the work (you should)
- Confidentiality of your organization’s information
- That you submit through your own accounts
- A clear statement that no funding outcome is guaranteed
Questions to ask before hiring
- Which funders have you written for in my field, and can I talk to two clients?
- What will you need from me, and by when?
- How do you check eligibility before we start?
- What happens if the funder changes its guidelines mid-project?
Alternatives that cost less
If a full-service writer isn’t in the budget, start with free resources: grant writing guides, your local SBA resource partner or nonprofit center, and peer review from a colleague. AGA’s Guided plan includes a human review of one application a month at a fixed price. We don’t take a percentage of any award, and we never guarantee funding.
Frequently asked questions
Is it OK to pay a grant writer a percentage of the grant?
It's a red flag. The Grant Professionals Association Code of Ethics says members shall not accept or pay a finder's fee, commission or percentage compensation based on grants. Many funders also don't allow pre-award writing costs to be paid from grant funds.
How do ethical grant writers charge?
By salary or wage, an hourly rate, a fixed project fee, or a monthly retainer, agreed in writing before work starts. Pro bono work is also acceptable.
Can a grant writer guarantee I'll get funded?
No. Funders decide awards based on need, fit, project quality and organizational capacity. A guarantee is a warning sign.
Official sources
Published by American Grant Association. Program details change — verify eligibility, amounts and deadlines on the funder's official site before applying. See our disclaimer.
