Every organization reaches a point where the question is no longer whether to pursue grant funding but how. You know the money is out there. You have looked at a few programs. Maybe you have even started an application or two. But the process is overwhelming, deadlines keep passing, and the applications you do submit are not winning. At some point, you start wondering: should we just hire someone to do this?
The answer is not always yes. But for many organizations, bringing in a professional grant writer — whether as a contractor, consultant, or employee — is the decision that unlocks a level of funding they could not reach on their own. Here is how to know when the time is right.
Signs It Is Time to Get Help
You Are Missing Deadlines
This is the most obvious sign. If grant deadlines are passing because no one has the capacity to prepare applications, you are leaving money on the table every cycle. Most grant programs have annual deadlines. Miss one, and you wait an entire year for the next opportunity. If you have missed two or more deadlines in the past twelve months, the cost of inaction likely exceeds the cost of hiring help.
Your Applications Are Not Winning
If you have submitted several applications and none have been successful, the problem may be quality rather than eligibility. Grant writing is a learned skill. A well-written application to the right program has a dramatically higher success rate than a mediocre application to the same program. If you are putting in the effort but not getting results, professional writing may be the missing piece.
Your Staff Is Overwhelmed
In many nonprofits, grant writing falls to the executive director — on top of everything else they do. This creates a bottleneck. The ED is too busy running the organization to spend 20-40 hours on a single application. A dedicated grant writer frees up leadership capacity while ensuring applications get the attention they deserve.
You Have Identified Major Opportunities
Sometimes a specific opportunity makes the case for hiring help. A $100,000 federal grant with a complex application process. A multi-year corporate funding program. A new infrastructure grant that could transform your operations. When the stakes are high enough, the investment in professional support pays for itself many times over.
You Want to Build a Grants Pipeline
Moving from occasional, reactive grant applications to a strategic grants pipeline requires dedicated capacity. If you want to apply to multiple programs throughout the year, track deadlines, maintain relationships with funders, and build a grant portfolio, you need someone whose primary focus is grants.
Contractor vs. Employee: Which Makes Sense?
Hiring a Grant Consultant (Contractor)
A grant consultant is an external professional you hire on a project basis or retainer. This is the best option when:
- Your grant needs are intermittent — You have specific applications to complete but not enough work for a full-time position
- You need specialized expertise — The consultant brings knowledge of specific funders, sectors, or application types
- Your budget is limited — Contracting is more affordable than a full-time salary plus benefits
- You want to test the model — Working with a consultant lets you assess the return on investment before committing to an employee
Typical costs for grant consultants in Canada range from $75 to $175 per hour, or $2,000 to $8,000 per application depending on complexity. Some consultants work on retainer — a fixed monthly fee for a set number of applications or hours.
Never hire a grant writer who charges a percentage of the grant award. This is considered unethical in the grant profession and is explicitly prohibited by many funders. Reputable grant writers charge flat fees or hourly rates.
Hiring an In-House Grant Writer (Employee)
An employee grant writer makes sense when:
- You have consistent, year-round grant needs — Multiple applications across multiple programs throughout the year
- Your grant revenue justifies the salary — A full-time grant writer in Canada typically earns $55,000 to $85,000 plus benefits. If your grants pipeline can realistically generate $200,000+ annually, the math works.
- You want institutional knowledge — An employee who understands your organization deeply can write more nuanced, authentic applications over time
- Grant management is also needed — If you need someone to manage compliance, reporting, and funder relationships in addition to writing, a full-time role makes more sense
What to Look for in a Grant Writer
Whether you hire a consultant or an employee, look for these qualities:
- Proven track record — Ask for success rates, dollar amounts secured, and references from previous clients
- Sector knowledge — A grant writer who understands your sector (sport, Indigenous communities, social services, environment) will produce stronger applications
- Research skills — Grant writing is 50% research. A good grant writer identifies the right programs, not just writes applications
- Communication skills — They need to be able to translate your work into compelling language that resonates with reviewers
- Process orientation — Deadlines are non-negotiable. Look for someone who is organized, systematic, and reliable
What to Expect From the Relationship
Hiring a grant writer does not mean you can walk away from the process. The best grant applications require input from the organization — program details, financial data, organizational history, letters of support, and strategic direction. Expect to invest some time in onboarding your grant writer and providing information for each application.
A good grant writer will:
- Research and recommend programs that match your organization
- Manage deadlines and create an application timeline
- Draft the application narrative, budget, and supporting documents
- Request specific information from you in a structured, efficient way
- Submit the application on time (or hand it to you for submission)
- Follow up on decisions and help with reporting if needed
The ROI on a good grant writer is typically 5:1 or higher — meaning for every dollar you spend on grant writing, you receive five or more dollars in grant funding. But this depends on having the right programs identified, a grant-ready organization, and realistic expectations about timelines.
Alpine Grants provides full-service grant consulting for Canadian nonprofits, sport organizations, and Indigenous communities. We find the programs, write the applications, and manage the process. Book a 10-minute discovery call to see if our services are the right fit for your organization.