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.
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:
But they cannot:
If your organization is not yet grant ready, hiring a writer may lead to frustration on both sides.
There are clear moments when bringing in external expertise is the smartest move.
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:
Green light signal: You have the substance, now you need bandwidth.
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:
Green light signal: The opportunity level has outpaced your internal experience.
Sometimes the biggest value a grant professional brings isn’t just writing, it’s strategy.
An experienced consultant can help you:
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.
Hiring externally is not always the best long-term move. In some cases, investing in your team creates stronger sustainability.
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:
Internal readiness signal: Grant work is consistent and high-volume.
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:
Internal readiness signal: You still need to strengthen core infrastructure.
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:
Balanced approach tip: Many nonprofits succeed with a hybrid model—internal coordination paired with external expertise for major opportunities.
Ultimately, the decision to hire a grant writer or build internal capacity should be driven by strategy, not urgency.
Ask your leadership team:
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.