How to Choose Your Grant Consultant

Finding the right funding is one of the biggest challenges for any nonprofit organization. Grants offer a vital lifeline, providing the resources needed to launch new programs, expand services, and make a greater impact. But navigating the complex world of grant applications can be a full-time job in itself. The process is often time-consuming, highly competitive, and requires a specific skill set that many organizations lack in-house. This is where a grant consultant can be a game-changer.

A grant consultant does more than just write proposals. They bring a strategic perspective, deep industry knowledge, and a proven methodology to the fundraising process. A great consultant can help you identify the right funding opportunities, develop compelling narratives that resonate with funders, and build a sustainable grant-seeking program for the future. For many nonprofits, partnering with an expert is the most effective way to unlock significant funding and accelerate their mission.

However, not all grant consultants are created equal. The right partner can propel your organization forward, while the wrong one can lead to wasted time, squandered resources, and missed opportunities. Choosing a consultant is a critical decision that requires careful consideration and due diligence. This guide will walk you through the essential steps to find, vet, and select a grant consultant who is the perfect fit for your organization’s unique needs, goals, and culture.

This comprehensive guide will cover everything you need to know to make an informed choice. We’ll explore the key qualities to look for in a consultant, the different fee structures you might encounter, and the critical questions you should ask before signing a contract. By the end, you’ll have a clear roadmap for finding a trusted partner who can help you secure the funding you need to thrive.

What to Look For in a Grant Consultant

Selecting the right grant consultant involves evaluating a blend of their professional experience, writing skills, and interpersonal qualities. Here are the essential attributes to consider during your search.

Proven Track Record of Success

Experience is arguably the most important factor. You want a consultant who has a history of securing grants, preferably for organizations similar to yours in size, sector, and scope.

• Request a Portfolio: Ask to see a portfolio of funded proposals. While they may not be able to share entire applications due to confidentiality, they should be able to provide summaries, case studies, or redacted samples.
• Success Rate: Inquire about their success rate, but approach this metric with a critical eye. A high success rate might sound impressive, but it could mean they only take on “easy-win” projects. A more meaningful indicator is their ability to secure funding for complex or highly competitive grants.
• Funding History: Ask about the total dollar amount they have helped clients secure. This demonstrates their ability to manage and win grants of varying sizes.

Expertise in Your Nonprofit’s Sector

Grant funding is not one-size-fits-all. A consultant who specializes in arts and culture grants may not have the necessary expertise to write a compelling proposal for a health services program.

• Niche Specialization: Look for a consultant with experience in your specific field, whether it’s education, environmental conservation, social services, or another area. They will be familiar with the key funders, the specific terminology, and the current trends in your sector.
• Funder Relationships: An experienced consultant may have established relationships with program officers at foundations relevant to your work. These connections can provide valuable insights into a funder’s priorities and preferences.

Exceptional Writing and Communication Skills

At its core, grant writing is about storytelling. A great consultant can translate your mission, programs, and impact into a clear, persuasive, and compelling narrative that captures a funder’s attention.

• Clarity and Conciseness: Their writing should be free of jargon, grammatically perfect, and easy to understand. The ability to convey complex ideas simply is a hallmark of a skilled writer.
• Persuasive Storytelling: Can they craft an emotional connection? A strong proposal goes beyond just presenting facts and figures; it tells a story that inspires the funder to invest in your cause.
• Verbal Communication: Pay attention to how they communicate with you. Are they clear, professional, and responsive? Their communication style during the vetting process is a good indicator of what it will be like to work with them.

Professional Credentials and Ethical Standards

The grant consulting profession has standards and ethical guidelines. Working with a consultant who adheres to these demonstrates their commitment to professionalism.

• Certifications: Look for credentials like the Grant Professional Certified (GPC) designation from the Grant Professionals Certification Institute (GPCI). While not mandatory, it shows a high level of expertise and commitment to the field.
• Association Membership: Membership in professional organizations like the Grant Professionals Association (GPA) indicates that the consultant is engaged in their professional community and stays current with best practices.
• Ethical Practices: A key ethical standard is that consultants should not work on a commission or a percentage of the grant amount. The GPA’s Code of Ethics prohibits this practice. Reputable consultants will charge a flat fee, an hourly rate, or a retainer.

Where to Find Grant Consultants

Once you know what you’re looking for, the next step is to find potential candidates. There are several reliable channels you can use to identify qualified grant professionals.

Professional Networks and Associations

One of the best ways to find vetted consultants is through professional organizations dedicated to grant writing.

• Grant Professionals Association (GPA): The GPA is the premier professional organization for grant professionals. Their website features a consultant directory where you can search for members by location, specialty, and other criteria.
• Local Nonprofit Associations: Many states and cities have their own nonprofit associations that offer resources, including lists of recommended consultants. These can be a great source for finding local talent with an understanding of your community’s funding landscape.

Referrals from Other Nonprofits

Word-of-mouth is a powerful tool. Reach out to other nonprofit leaders in your network and ask for recommendations.

• Peer Organizations: Connect with organizations of a similar size and mission. Ask them if they’ve worked with a grant consultant and what their experience was like. A personal referral provides an honest, firsthand account of a consultant’s strengths and weaknesses.
• Foundation Program Officers: If you have existing relationships with funders, you can ask them if they know of reputable consultants. Program officers often interact with many grant writers and can sometimes point you in the right direction, though they may be hesitant to make formal recommendations.

Online Platforms and Directories

Several online platforms are designed to connect nonprofits with freelance talent, including grant writers.

• LinkedIn: Use LinkedIn to search for “grant consultant” or “grant writer.” You can review their profiles, see their work history, and check for recommendations from past clients.
• Freelance Marketplaces: Websites like Upwork and Fiverr have a large pool of freelance grant writers. While these platforms can be more budget-friendly, they often require more rigorous vetting to ensure you find a high-quality professional. Be sure to carefully review portfolios and client feedback.

The Vetting Process: Questions to Ask

After you’ve compiled a shortlist of potential consultants, it’s time to start the interview process. This is your opportunity to dig deeper into their experience, process, and working style to find the best fit.

Questions About Their Experience and Expertise

1. Can you describe your experience in our specific nonprofit sector?
2. What types of grants have you had the most success with (e.g., federal, foundation, corporate)?
3. Can you provide a few examples of successful grant proposals you’ve written for organizations similar to ours?
4. What is your process for researching and identifying new funding opportunities?
5. How do you stay current with trends in grant funding and philanthropy?

Questions About Their Process and Working Style

1. What does your grant development process look like from start to finish?
2. How will you work with our team to gather the necessary information for a proposal?
3. What is your communication style? How often can we expect updates?
4. What are your expectations of us as the client? What information and resources will you need from our team?
5. How do you handle tight deadlines or multiple grant applications at once?

Questions About Fees and Contracts

1. What is your fee structure (hourly, per-project, retainer)? Can you provide a detailed breakdown of your rates?
2. Are there any additional costs we should be aware of, such as for research tools or administrative fees?
3. Do you provide a written contract or letter of agreement? Can we review a sample?
4. What are your payment terms?
5. What happens if the scope of the project changes? How do you handle revisions or additional work?

A crucial part of the vetting process is checking references. Ask each finalist for two to three references from past clients, preferably from organizations that are similar to yours. When you speak with the references, ask about the consultant’s timeliness, communication, quality of work, and overall professionalism.

Red Flags to Watch Out For

While you’re looking for positive attributes, it’s equally important to be aware of potential red flags. Here are some warning signs that a consultant may not be the right choice for your organization.

• Guarantees of Funding: No consultant can guarantee a grant award. The final decision always rests with the funder. A consultant who promises a win is being dishonest and unprofessional.
• Commission-Based Fees: As mentioned earlier, reputable consultants do not work on commission. This practice is unethical because it implies that the consultant’s fee is contingent on the funder’s decision, rather than on the work they perform.
• Lack of a Clear Process: A professional consultant should be able to clearly articulate their process for managing a grant project. If they are vague or disorganized, it could be a sign of inexperience.
• Poor Communication: If a consultant is slow to respond to your initial inquiries or communicates unprofessionally, it’s a preview of what your working relationship will be like.
• One-Size-Fits-All Approach: Be wary of consultants who use a “copy-and-paste” approach to grant writing. Each proposal should be tailored to the specific funder and project.

Finalizing Your Decision

Choosing a grant consultant is a significant investment in your organization’s future. After conducting your interviews and checking references, take the time to reflect with your team. Consider not only the consultant’s skills and experience but also how well their personality and working style align with your organization’s culture.

The right grant consultant will feel like an extension of your team—a strategic partner who is deeply invested in your mission. By following a thorough and thoughtful selection process, you can build a strong partnership that helps you secure the resources needed to make a lasting impact.