The grant writer cost in 2025 varies widely depending on experience, project type, and scope of work. Rates for simple foundation proposals typically range from $300 to $3,000, while complex federal grants may require significantly higher investments. Entry-level grant writers charge around $20–$35 per hour, while seasoned professionals can command up to $200 per hour or more. Some organizations consider hiring full-time in-house writers, which can cost an average of $63,000 annually. Regardless of the pricing model, it’s essential to note that paying a grant writer based on a percentage of awarded funds is both unethical and prohibited by industry standards.
How grant writers are typically paid
Grant writers employ several standard payment structures. Each structure offers unique advantages based on an organization’s needs and budget constraints. A nonprofit can make better budget decisions for grant writing services by knowing these payment models.
Hourly rates
Grant writers mostly charge by the hour, and their rates vary based on experience. New grant writers who have written less than three grants charge $20-$35 per hour. Their rates go up as they gain experience. Writers who have secured 4-5 grants charge $40-$50 per hour, while those with 6-8 successful grants ask around $60 per hour.
Professionals with 10+ successful grants start at $75 and can ask up to $125. Expert writers with over ten years of experience and many successful applications might charge up to $200 per hour. Federal grant specialists ask between $150 and $250 per hour because of their specialized knowledge.
Smaller projects or specific parts of grant applications work well with hourly rates. Yet this payment structure can lead to unexpected total costs because grant proposals often take longer than planned.
Flat or project-based fees
Organizations like flat or project-based fees because they’re predictable and set clear expectations. Grant writers give an all-inclusive cost for specific work without tracking hours. This setup helps everyone – organizations can budget exactly, while writers get rewarded for working efficiently.
Common project fees include:
- Writing proposals for new programs: $2,500-$6,000
- Creating template grant proposals that work for different funders: $3,000-$6,000
- Managing complex federal grants: $7,000-$10,000
Project fees usually come with payment milestones. Some writers need 50% upfront and 50% at completion, while others send monthly bills based on finished work. Organizations can pay as they go instead of covering everything at once.
Monthly retainers
Organizations that need ongoing grant support benefit from monthly retainers. A grant writer agrees to deliver either set hours or specific work each month for a fixed fee.
Monthly retainer costs range widely. Small agencies might pay $500 monthly, while larger organizations invest between $4,000 and $5,500 monthly. Just Write Grants offers subscriptions starting at $500 monthly, which costs about 72% less than hiring a full-time grant writer.
Most retainer agreements last 6-12 months. Many consultants set minimum retainer amounts between $1,500 and $3,000 per month. These deals usually work on a “use it or lose it” basis – unused hours don’t carry over to the next month.
Why commission-based pay is not allowed
Paying grant writers a percentage of secured funds might seem logical but it’s unethical in the grant writing profession. The Association of Fundraising Professionals and the Grant Professionals Association don’t allow this practice in their codes of ethics.
This prohibition exists for several key reasons. Grant writers can’t control whether an application succeeds. Even the best proposals might fail because of the organization’s experience, competing applications, or funder priorities.
Most funders don’t allow grant funds to pay for grant writing expenses. Grant writing happens before awards, so paying writers from awarded funds could break grant agreements. Organizations might have to return all awarded money plus penalties.
GAAP accounting rules say fundraising services need payment when provided, not based on future funding. This creates practical issues since grant decisions take months, leaving a big gap between service and potential payment.
Professional grant writing services deserve fair compensation regardless of outcome, just like other professional services an organization uses.
What services are included in grant writing cost
Professional grant writers do more than simple proposal writing. Organizations need to know what services their money buys to assess if they’re getting good value.
Proposal writing and editing
Grant writers excel at drafting and polishing grant proposals. They create various documents like full proposals, letters of intent, and application templates that fit different opportunities. Federal grants need 20-40 hours of dedicated work.
Grant writers tailor their support to what clients need. They offer:
- Premium packages where they handle everything from gathering data to submitting the final proposal
- Support services with multiple rounds of application review
Quality proposals need compelling stories with clear goals, methods, and schedules. Expert writers know how to craft content that strikes a chord with funding agencies. They make sure proposals meet all guidelines – a vital factor for competitive government grants.
Budget creation and narratives
Budget development is a vital service from professional grant writers. They create detailed financial plans and write convincing budget narratives to explain each cost.
These experts help organizations build realistic budgets that match funders’ goals and show financial responsibility. Their work includes:
- Finding all project costs
- Separating direct from indirect expenses
- Adding buffers for surprise costs
Seasoned grant writers balance budgets well. They know both high and low estimates show poor project understanding. They also prove projects can thrive after grant money runs out.
Grant research and strategy
Most grant writers start by finding the right funding opportunities. They research foundations, corporations, and government agencies that might support your project.
Their strategic planning has:
- Funding roadmaps showing the best grants to chase
- Custom approaches for each funder
- Grant calendars to track deadlines
Long-term clients get 12-month funding strategies focused on grants with the best success odds. This guidance helps organizations exploit their funding potential instead of chasing poor-fit grants.
Funders communication and follow-up
Good funder communication matters before and after submission. Grant writers manage this process by:
- Speaking for organizations at grant Q&A sessions
- Answering follow-up questions fast when funders show interest
- Showing genuine appreciation for funder support
After decisions come in, grant writers help with required reports. These include progress updates and final impact reports.
Expert grant writers build relationships through casual updates that turn funders into champions of your work. These connections boost chances of renewed or increased funding later.
This knowledge helps organizations pick professionals whose services match their needs and budget limits.
Grant writer cost breakdown by experience level
The cost of a grant writer depends on their experience level. A grant writer’s expertise relates to their success rate, which affects their pricing structure.
Beginner: $25–$50/hour
New grant writers charge $25-$50 per hour, though some might work for as little as $20 when starting out. These professionals have usually secured no more than three grants and have worked in the field for less than two years.
Organizations with tight budgets often choose beginners to handle simple, less competitive grants. These writers need more guidance from senior team members. Many organizations use beginners to create rough drafts that experienced writers later review.
New grant writers eager to grow their portfolios and get testimonials might offer lower rates. This gives organizations a chance to save money by working with fresh talent.
Intermediate: $50–$100/hour
Grant writers with 3-5 years of experience usually charge $50-$100 per hour. These writers have won 4-10 grants. Writers with 4-5 successful grants ask for $40-$50 hourly. Those with 6-8 grants charge around $60 per hour, while writers with 8-10 grants often earn $75 hourly.
Mid-level professionals need less supervision and bring solid experience to standard grant proposals. They strike a good balance between cost and skill, making them ideal for organizations that need quality work at reasonable prices.
Expert: $100–$250/hour
Seasoned grant writers with 5+ years of experience and 10+ successful grants earn between $100-$250 per hour[211]. Those with more than ten years of experience might charge up to $200 hourly.
These professionals excel at:
- Understanding funders’ priorities
- Using simplified processes that improve quality
- Giving strategic advice based on years of experience
- Working independently
Expert writers prove most valuable with complex proposals that have high funding potential. Their proven success and specialized skills justify their rates, especially for competitive grants where winning matters most.
Federal grant specialists: $150–$300/hour
Federal grant specialists top the expertise scale, earning $150-$300 per hour[211]. These professionals have rare expertise in government grant processes.
Their rates reflect the complexity of federal applications, which need detailed compliance, technical specifications, and face tough competition. These specialists know how to handle agency requirements and understand federal funding priorities.
Government-hired federal grant managers earn $32-$54 hourly. Independent consultants charge much more because they bring specialized knowledge to high-stakes applications.
Organizations should think over their needs, budget limits, and grant complexity to pick the right experience level for their projects.
Factors that influence how much grant writers charge
Grant writer fees depend on several factors besides experience level. Organizations looking for grant writing services should know these variables to plan their budget and negotiate fair rates.
Type and complexity of the grant
The type and complexity of a grant play a crucial role in determining the cost. Foundation grants usually need simple proposals of about five pages, which makes them less expensive. Federal grants, on the other hand, just need extensive documentation and strict compliance with complex requirements.
Simple grant applications with minimal research might cost between $500 and $1,500. Complex proposals that need extensive research and strategic planning can cost $2,000 to $5,000 or more. Federal grants are the most complex, with costs that can reach $10,000 per application.
Prices line up with these complexity levels:
- Simple community grants: Lower fees with simple requirements and quick turnarounds
- Foundation grants: Mid-range fees that need moderate documentation
- Government/Federal grants: Highest fees with extensive documentation and strict compliance standards
Turnaround time and deadlines
Tight deadlines always increase grant writing costs. Grant writers often add “rush fees” to speed up project completion. These extra charges usually range from $500 to $1,500 per proposal. Writers get compensated for the added stress and overtime work needed to meet urgent deadlines.
Rush fees serve many purposes. They discourage clients from making unrealistic timeline requests. Writers can prioritize urgent projects better. These fees help writers maintain a healthy work-life balance when taking on rushed projects.
Writers might charge rush fees as flat rates or calculate them as a percentage of the total project cost. Quality grant writing needs enough time for research, drafting, and revision.
Scope of services required
Grant writing includes more than just writing proposal narratives. The total cost changes based on the services provided. Many writers offer extra services beyond simple proposal writing.
Grant research services add $500 to $2,000 to the base fee. Program design services might increase costs by $1,000-$3,000. Budget development costs an extra $500-$1,500. Post-award management support costs between $1,000 and $5,000 monthly.
Time requirements vary even for standard proposals. A simple proposal for a local family foundation might take just a few hours. Federal grant proposals could take several weeks of dedicated work.
Geographic location and market rates
Location plays a big role in grant writer pricing. Urban centers and metropolitan areas charge 15-30% more than rural or less competitive markets. Higher costs of living and increased competition in major cities drive these differences.
Grant writing experts in New York City earn annual salaries close to $95,000. This is a big deal as it means that similar positions in smaller markets earn much less. Both freelance and hired grant writers see these regional price differences.
Remote work has helped balance these geographical differences by offering competitive pricing without location constraints. Organizations with tight budgets now use technology to work with grant writers anywhere.
Organizations should check typical rates in their area when planning their budget. They might also think about remote work options that could offer better pricing while maintaining quality.
Comparing in-house vs freelance grant writer costs
Organizations must make a vital decision about grant writing support: Should they hire a full-time employee or work with a freelance consultant? This choice can affect their budget and results in many ways.
Average salary for full-time grant writers
Full-time grant writers earn high salaries that differ based on various sources. Indeed shows that grant writers make about $63,638 per year, ranging from $44,032 to $91,974. Glassdoor’s numbers are a bit lower at $59,232 yearly.
The Grant Professionals Association’s 2022 Salary Survey reveals a higher average of $78,569 per year. The total cost reaches about $98,211 after adding fringe benefits, which are usually 25%. Senior grant writers earn even more, with average salaries around $79,677.
The real cost goes beyond the base salary. Organizations need to pay for several other expenses. These include $4,700 for recruitment and training, $4,590 in employer payroll taxes, $3,500 for paid time off, $6,500 for healthcare and retirement benefits, and $3,500 for equipment and supplies.
An organization’s $60,000 salary investment could actually cost them $78,000 each year.
Pros and cons of hiring in-house
Advantages: An in-house writer becomes part of your team and provides expertise whenever needed. They understand your organization deeply and can help right away with grant writing. These writers build strong relationships with program staff and create proposals that match your organization’s culture and goals better.
Disadvantages: The biggest problem is the fixed costs you must pay no matter how many grants you pursue. The Grant Professionals Association reports that organizations typically win 20 grants yearly. Many organizations can’t justify spending almost $100,000 with benefits for this workload.
Your organization must also provide office space, strong technology, and ongoing training. These expenses continue even during slow grant periods.
When to consider a freelance consultant
Freelance grant writers work well for organizations that need help occasionally or have limited funds. They charge only for the time they work—usually 20-40 hours each month.
Hourly rates of $50-$200 might seem expensive at first. Yet organizations save money because they don’t pay for benefits, office space, equipment, training, or administrative costs. You can also customize their services based on what you need instead of paying for unused time.
Freelancers give you amazing flexibility. You can use more services during busy grant seasons and less when things slow down. This works great for smaller nonprofits that can’t afford a full-time position but still need professional help with grant writing.
The freelance option also lets you find experts anywhere in the country. Location doesn’t limit your talent search.
How to choose the right pricing model for your needs
Choosing the right payment structure for grant writing services depends on your organization’s needs, budget limits, and funding timeline. Each pricing model has its own advantages based on your situation.
When hourly rates make sense
Hourly rates work best for organizations with small-scale projects or those who need help with specific parts of a grant application. This model gives flexibility to organizations with tight budgets who need help with specific tasks like editing or research. Organizations benefit from this approach especially when they have short-term, clearly defined support needs without bigger contract commitments.
Hourly rates give organizations a safe way to test a new grant writer’s abilities before taking on larger projects. This approach lets both sides build trust before moving to bigger collaborative efforts.
Benefits of flat fees for budgeting
Flat fees create predictable costs that make budgeting easier for nonprofit organizations. Unlike hourly rates that might lead to surprise costs, project-based pricing sets clear financial boundaries from the start. Organizations know exactly what they’ll pay whatever time the work takes.
Most grant consultants ask for 50% payment upfront and the rest after completion, while others send monthly invoices based on completed work percentage. Organizations can pay in stages rather than all at once with this structure.
Flat fees work well for everyone – organizations know their costs while grant writers get rewarded for working efficiently.
Retainers for long-term support
Monthly retainer agreements provide great value for organizations with regular grant needs. These deals usually involve a fixed monthly fee (typically $1,500-$3,000) for specific hours or deliverables. Retainers help predict budgets and give access to expert help as needed.
Get a Free Grant Assessment to find out which pricing model matches your organization’s funding goals and budget limits.
Retainer advantages include better costs over time, guaranteed expert access, and long-term strategic planning. Organizations with multiple grant opportunities throughout the year that need ongoing support find this model works best.
Avoiding costly mistakes when hiring a grant writer
Making the wrong choice in a grant writer can get pricey and the effects go way beyond just money. Smart organizations know they need to check potential candidates carefully to avoid mistakes that could cost them funding chances.
Your grant writer needs solid research skills. Good research builds the foundation of winning grant proposals and makes sure applications line up with what funders want. Writers who skip proper research usually turn in generic proposals that don’t meet specific requirements.
Writing excellence matters because poor writing hurts your credibility. Bad writers create proposals full of grammatical mistakes and confusing language. This makes it tough for funders to see your project’s real value. You should ask for writing samples to assess their skills before you hire them.
Clear communication plays a vital role too. Writers who communicate poorly often misunderstand what you want to achieve. This creates a gap between your vision and their work. You need to watch how well they listen and work with others during your first meetings.
Past success needs careful consideration. Success rates depend on many things outside the writer’s control, so ask for specific examples of their work with organizations like yours. Reach out to their references and ask nicely about areas they could improve.
Stay away from candidates who lack clear work plans, organization skills, or excitement about your mission. These writers must handle multiple deadlines while they build relationships with funders.
Quality shouldn’t be sacrificed to save money. The 2022 Grant Professionals Association Salary Survey shows grant professionals earn $78,569 on average each year. Organizations that try to save money often hire less qualified people, which can lead to weaker proposals.
Get a Free Grant Assessment to find qualified writers who fit your organization’s needs and budget.
Your organization needs to be ready before you bring in any writer. Grant writers can’t fix basic organizational problems like weak boards, changing missions, or missing program details.
