Do You Need a Grant Writer? (Spoiler: No)
Let me say this upfront: hiring a grant writer is not mandatory.
Does it help sometimes? Sure. Is it required? Absolutely not.
Thousands of nonprofits, startups, researchers, and community organizations write their own proposals every year and win. They keep the $3,000 to $15,000 they would have paid someone else. The question is not “Do I have the ability?” The question is “Should I hire help for this specific grant?”
Let’s talk about it.
You Have the Ability to Write Your Own Grant
Yes. This is doable.
Grant writing is not a secret club. Grant writing is a skill. A structured skill. If you understand your project, explain it clearly, and follow directions, you will succeed.
The biggest myth? Grant writing is mystical.
Wrong. Grant writing is methodical.
How to Write Your Own Grant
1. Start With Alignment, Not Dollar Signs
The fastest way to waste time is chasing the biggest award.
Look for funders whose priorities match your mission. If you are stretching your story to fit their guidelines, stop. Walk away.
Smaller grant + perfect alignment = better odds.
Bigger grant + forced narrative = exhaustion and rejection.
Search tools like Grants.gov, Foundation Directory, or curated databases help. The real work is reading what funders care about.
2. Read the Guidelines Like a Legal Contract
If they say 12-point Times New Roman, they mean 12-point Times New Roman.
If they say 5 pages max, they mean 5 pages max.
If they ask for three attachments and you submit two, you are disqualified.
Read the RFP three times minimum. Make a checklist. Highlight eligibility requirements. Note formatting rules. Pay attention to scoring criteria.
Half of grant writing is following instructions better than everyone else.
3. Tell a Clear, Specific Story
Your proposal needs four things:
The Problem What is happening? Who is affected? Use numbers. “Many people struggle” is vague. “1,247 local families experienced food insecurity in 2024” is concrete.
Your Solution What are you doing? How? Why will this work? Be specific. Funders do not invest in vibes.
Why You Why is your organization positioned to do this well? Show experience, partnerships, track record, and leadership.
What Success Looks Like What changes because of this funding? Use measurable outcomes. Not “increase awareness.” Try “train 200 small business owners over 12 months, with 70% reporting revenue growth.”
Clarity wins.
4. Build a Budget With Logic
Your budget should read like a rational adult made this decision.
Every line item should connect to your narrative. If you ask for $20,000 in “consulting” with no explanation, reviewers will question you.
Be realistic. Be specific. If they require a budget narrative, explain why each cost exists.
Your numbers should tell the same story your words do.
5. Gather Documents Early
Get these ready now:
- IRS determination letters
- Financial statements
- Board member lists
- Letters of support
Nothing ruins momentum like scrambling for a PDF the night before deadline. Create a “grant folder” with updated documents ready at all times.
Future you will thank present you.
6. Draft First, Polish Later
Your first draft will be messy. This is fine.
Write the draft. Then tighten the draft. Then simplify the draft. Then cut fluff. Then read out loud. If you run out of breath mid-sentence, fix the sentence.
Have someone else read the proposal. Preferably someone who is not emotionally attached to your work. If they are confused, reviewers will be confused.
7. Submit Early
Deadlines are not suggestions.
Online portals freeze. Files fail to upload. Wi-Fi stops working. Submit 24 to 48 hours early.
A strong proposal disqualified at 11:59 PM helps no one.
When Hiring a Grant Writer Makes Sense
Sometimes bringing in a professional is smart.
Hire a grant writer when:
- You are applying for a large, complex grant (six figures or more)
- Your team does not have time
- Writing is not a strong skill internally
- You are juggling multiple applications at once
- You have applied several times and keep getting rejected
A seasoned grant writer understands structure, tone, and how to frame impact. They save time and improve your odds.
They are not magicians. They work with what exists.
The Real Downsides of Hiring One
Cost is obvious. Rates range from $50 to $150 per hour. For smaller organizations, this is significant.
There is onboarding time. A writer needs to learn your programs, your data, your voice. This takes time.
If you outsource everything, you never build internal skill. When the writer leaves, your capacity leaves too.
Not all grant writers are equal. Some overpromise. Some apply you to everything. Some do not understand your community.
Hiring help is a strategy decision, not a shortcut.
When DIY Is the Better Move
Write the grant yourself if:
- The grant is under $25,000
- Someone on staff writes well
- You are early-stage and building internal capacity
- The budget does not allow outside help
- The application requires deep, day-to-day knowledge of your programs
Writing smaller grants yourself is training. You learn what funders respond to. You build templates. You get sharper.
This skill compounds.
Options Between DIY and Full-Service Help
You do not have to choose between working alone and hiring expensive help.
Other options:
- Take a grant writing workshop
- Hire someone to review and edit your draft only
- Partner with another organization for peer feedback
- Work with a volunteer through Catchafire or Taproot
- Collaborate with a university program where students assist
Sometimes a second set of eyes is all you need.
The Hybrid Approach (What Smart Organizations Do)
Most successful organizations write routine or smaller grants internally. They hire professionals for larger, high-stakes opportunities.
This approach lets you:
- Build skill
- Stay involved
- Keep costs controlled
- Bring in expertise when needed
This is not either/or. This is strategic.
The Part Nobody Wants to Hear
No grant writer, no matter how skilled, saves a weak project.
If your outcomes are fuzzy, your financials are messy, or your impact is unclear, polished language will not fix this.
Funders invest in strong programs first. Beautiful prose comes second.
Focus on:
- Clear results
- Measurable impact
- Financial transparency
- Genuine relationships with funders
Everything else sits on top of this foundation.
Bottom Line
You have the ability to write your own grants. Many organizations should, especially when building capacity or pursuing smaller awards.
Hiring a grant writer is a smart investment for complex or high-dollar opportunities. This is not mandatory. This is not magic.
Grant success comes down to clarity, alignment, and execution.
Do good work. Measure results honestly. Tell the story clearly.
Whether you write the grant yourself or bring in help, this is what wins.
*For more information find our database with over 300+ Grants here
