When to Hire a Grant Writer (and When to Build Internal Capacity Instead)

For many nonprofits, the question isn’t whether grants should be part of the funding strategy, it’s how to pursue them effectively with limited time and resources. At some point, most organizations face a pivotal decision: Should we hire a grant writer, or should we build this skill internally?

The answer isn’t one-size-fits-all. Both paths can be effective depending on your organization’s stage, goals, and capacity. Understanding when to outsource and when to invest internally can save your team time, money, and frustration.

Below is a practical guide to help you decide what makes the most strategic sense for your nonprofit.

First, Know What Grant Writers Can (and Cannot) Do

Before making the decision, it’s important to clarify a common misconception: a grant writer cannot fix foundational readiness gaps.

A skilled grant writer can:

• Research aligned opportunities
• Craft compelling narratives
• Translate your impact into funder language
• Strengthen proposal competitiveness

But they cannot:

• Create program outcomes that don’t exist
• Fix disorganized financials
• Replace internal data tracking
• Build funder relationships overnight

If your organization is not yet grant ready, hiring a writer may lead to frustration on both sides.

When It Makes Sense to Hire a Grant Writer

There are clear moments when bringing in external expertise is the smartest move.

1. Your Organization Is Grant Ready but Capacity Is Limited

If your programs are strong, your data is solid, and your financials are clean, but your team is stretched thin, this is often the ideal time to hire support.

In example, a growing human services nonprofit has strong outcomes and a clear strategic plan. However, the development director is managing events, donor relations, and communications. Grant opportunities are being missed simply due to time constraints.

Why hiring helps:

• Protects staff from burnout
• Increases proposal volume strategically
• Brings specialized expertise to complex applications

Green light signal: You have the substance, now you need bandwidth.

2. You Are Pursuing Larger or More Complex Grants

As grant size and complexity increase, so do expectations around narrative quality, budgets, logic models, and evaluation plans.

In example, a nonprofit that has successfully secured small local grants decides to pursue federal or large foundation funding for the first time. The internal team lacks experience with the level of detail required.

Why hiring helps:

• Experienced writers understand funder expectations
• They can navigate complex application requirements
• They reduce the learning curve and risk of errors

Green light signal: The opportunity level has outpaced your internal experience.

3. You Need Strategic Grant Positioning

Sometimes the biggest value a grant professional brings isn’t just writing, it’s strategy.

An experienced consultant can help you:

• Assess grant readiness
• Build a targeted grant pipeline
• Align programs with funder priorities
• Strengthen your overall approach

In example, a nonprofit has been applying broadly with low success rates. A grant consultant helps refine the prospect list and reposition the organization’s narrative. Within a year, the win rate improves significantly.

Green light signal: You need direction, not just writing support.

When It Makes Sense to Build Internal Capacity

Hiring externally is not always the best long-term move. In some cases, investing in your team creates stronger sustainability.

1. You Apply for Grants Frequently

If grants are a core, ongoing revenue stream, building in-house expertise often makes financial and operational sense.

In example, a mid-sized nonprofit submits 25–30 grant applications annually. Instead of outsourcing each proposal, they invest in training their development associate in grant writing and management.

Why internal capacity works:

• Greater institutional knowledge
• Faster response time for opportunities
• Lower long-term cost per proposal
• Stronger integration with programs and data

Internal readiness signal: Grant work is consistent and high-volume.

2. Your Organization Is Still Building Its Foundation

If your nonprofit is early-stage and still strengthening programs, outcomes, and systems, your priority should be readiness—not outsourcing.

In example, a newer nonprofit considers hiring a grant writer but lacks clear metrics and consistent financial reporting. Instead, leadership invests in program evaluation systems and staff training first.

Why internal focus helps:

• Builds the foundation funders expect
• Prevents wasted proposal efforts
• Positions the organization for future success

Internal readiness signal: You still need to strengthen core infrastructure.

3. You Want Long-Term Sustainability

Organizations that rely solely on external writers without building internal knowledge can become dependent and less agile.

Building at least basic internal grant literacy ensures your team can:

• Gather data efficiently
• Maintain funder relationships
• Support proposal development
• Manage reporting requirements

Balanced approach tip: Many nonprofits succeed with a hybrid model—internal coordination paired with external expertise for major opportunities.

A Strategic Decision, Not Just a Staffing Choice

Ultimately, the decision to hire a grant writer or build internal capacity should be driven by strategy, not urgency.

Ask your leadership team:

• Are we truly grant-ready?
• Do we lack time, expertise, or both?
• How central are grants to our revenue model?
• What approach supports long-term sustainability?

The strongest nonprofits are intentional about how they build their fundraising infrastructure. Sometimes that means bringing in expert support. Other times it means investing deeply in the team you already have.

Often, the smartest path is a thoughtful blend of both.

Because successful grant funding isn’t just about who writes the proposal, it’s about building the systems, clarity, and capacity that make funders confident in your ability to deliver.