Should you hire a grant writer or funding consultant?

Many applicants don’t need a grant writer: most programs are built so the applicant can complete the application, and applying to a government program never costs anything. A good writer or consultant can help with large or complex applications, but only if the fees are in writing, you stay in control of what is submitted, and nobody promises you approval.

When does hiring help?

Outside help is worth considering when the application is a big job and the stakes are high. For example:

• a large project with a detailed budget, many partners or technical sections;
• a program with a long application, a business plan and financial forecasts;
• a research tax credit claim that needs careful technical write-ups and cost tracking;
• a non-profit with no staff time to spare, applying to several funders at once.

No writer can make a project fit a program it doesn’t fit.

When can you do it yourself?

More often than you might think. You can probably do it yourself if:

• the program is small or has a short form;
• you have time to read the applicant guide carefully;
• you can describe your project, budget and timeline clearly;
• the funder has staff who answer questions, as many do.

Start with how to write a grant application funders can say yes to and the grant application checklist. If you are not sure which programs fit, the eligibility check is free and takes a few minutes.

How do grant writers and consultants charge?

There are three common models:

• A flat fee for a defined piece of work, such as one application.
• An hourly rate, with an estimate of the hours.
• A success fee (also called a contingency fee): a share of the funding you receive, paid only if you are approved.

Whatever the model, get it in writing before any work starts: what is included, what is not, the total cost or how it will be calculated, and when you pay.

Why be careful with success fees?

A success fee can sound like a safe bet, since you pay only if you win. But look closely:

• Your budget may not cover it. Many programs don’t count consultant fees as eligible costs, and some don’t allow fees tied to funding at all. Check the program page before you sign.
• Funding is often paid over time. Grants are usually paid as you send claims, and some hold back part until the final report. A consultant may want the full fee on approval, before you have the money.
• Approval can change. If costs are disallowed later or the project is cut back, ask whether the fee goes down too.
• The incentive can be wrong. Someone paid by the size of the award may push you toward a bigger project or more aggressive claims than you can support. You, not the consultant, sign the application and answer for it.

What are the red flags?

Walk away if someone:

• charges you to apply to a government program, or to “access” or “unlock” funding. Applying is free;
• guarantees approval or a certain amount. No one outside the funder can promise that;
• uses a name, logo or crest that makes them look like a government office;
• says they have a list of secret or hidden grants;
• pressures you to sign or pay today;
• asks for your passwords, your tax account login or access to your bank;
• won’t give you a written agreement or a copy of what they submit.

Our post on how to spot a grant scam and the scams section on our about page go into more detail.

What should you ask before you sign?

1. Which programs have you worked on, and can I speak to past clients?
2. Exactly what will you do, and what will I need to provide?
3. What is the total cost, and when do I pay it?
4. If there is a success fee, is it due on approval or as the money arrives, and what happens if the funding is reduced?
5. Will I see and approve everything before it is submitted?

How do you stay in control?

Even with help, the application is yours. You are responsible for what it says.

• Read every page before it goes in, and correct anything that isn’t accurate.
• Submit it yourself, or watch it being submitted, from your own account.
• Never share your logins; give access through the funder’s tools for delegates if they exist.
• Keep copies of everything, and keep your own records for claims and reports. See getting paid: claims and reports.

Where can you find free help?

Before you pay anyone, look at what is free. Many funders answer questions by phone or email. Some programs come with advisors, such as the NRC IRAP for technology businesses or Futurpreneur mentoring for young entrepreneurs. See funding for small businesses and funding for non-profits, and read our non-profit funding guide.

Frequently asked questions

Do I have to pay to apply for a government grant?

No. Applying to a government program is free. Anyone who says you must pay a fee to apply, or to get access to funding, is a red flag.

Is a success fee a bad sign?

Not on its own, but read the terms carefully. Check whether the program allows the fee as a cost, when the fee is due and what happens if the funding is reduced.

Can a grant writer guarantee I will get funding?

No. Only the funder decides. A promise of approval is a reason to walk away.

Can I include the grant writer’s fee in my project budget?

Sometimes. Many programs don’t count consultant or application fees as eligible costs, and some don’t allow success fees. Check the program page or ask the funder before you count on it.