Sometimes. If a grant is simple and has minimal requirements, you can often write it yourself. A grant writer can’t make an ineligible project eligible, and no one can guarantee funding. But if a program fits your project, you’re eligible, and you’re short on time or unsure how to answer the criteria, a good grant writer can be worth the fee.
We’re a grant writer, so we have an interest in this question. That’s why this guide includes the reasons you might not need one.
1. Is there an open program that fits your project?
Start with the funder’s own webpage for the program. It tells you what the grant pays for, who can apply, and when the round opens and closes. If you can’t find a program that fits what you’re trying to do, a grant writer can’t change that, and you’ll save money by finding out first.
A grant writer can help you search. Ours is a free first check.
2. Are you eligible, and is any part of your project excluded?
Eligibility is the first hurdle. Check the type of organisation the program is for, where you operate, how long you’ve been operating, and what registrations you need, such as an ABN or GST registration.
Then check the exclusions. Programs commonly won’t fund spending that happened before a grant agreement was signed, and some exclude leased equipment or repairs. For example, the Transforming Queensland Manufacturing Grants Program doesn’t cover anything bought or paid for before the grant agreement is signed. See our summary.
If the program rules say no, a better-written application won’t change the answer.
3. Can you fund the project before the grant money arrives?
Grants often pay only part of the cost, and some pay in arrears, which means you spend first and are reimbursed later. The Transforming Queensland program, for instance, covers up to half the eligible cost and pays in arrears.
A grant writer can’t change how a program pays. If your cash flow can’t carry the project, work that out before you apply.
4. Do you have the time before the deadline?
Deadlines are fixed, and late applications are generally not accepted. An application means gathering figures, quotes and evidence, then answering each question against the funder’s criteria. Work backwards from the closing date and be honest about who has the hours.
The time varies greatly. Some applications take a few hours, but most take many hours to complete properly, and most ask for a lot of information. For a committee or community group, that often means a lot of volunteer hours, which is where applications tend to go wrong.
The other thing that catches people out is the paperwork that depends on other people. Some grants require support letters, or proof of acceptance from suppliers or participants. Those take time to collect, and in our experience this is where many applicants start too late and lose out. Find out on day one what needs to come from others, and ask for it early.
Timing also matters after you apply. Some event grants take months to decide, so check whether a round will be decided in time for your event date.
If the time isn’t there, that’s one of the best reasons to get help. If it is, you may not need to.
5. Is your project ready to describe?
Funders assess an application against its criteria. That means a clear purpose, costings, timelines and expected outcomes. If the project isn’t defined yet, a grant writer can help you structure it, but can’t invent the facts.
The biggest mistake we see is not covering the requirements properly, and not understanding what the funder is truly looking for. A well-written application that misses what the funder asked for won’t score well. Read the criteria closely, and answer every one.
At Better Funded, we write every answer from your information and your figures. You check the figures and approve the final application before it goes anywhere.
6. How competitive is the round, and what are your realistic chances?
Funders make the decisions. In a competitive round, eligible applications still miss out, and no honest grant writer can promise otherwise. Be wary of anyone who guarantees success.
Read the assessment criteria and ask the funder what you can. A good grant writer will tell you where you stand before you pay, and will sometimes tell you not to apply. If someone only ever says yes, ask why.
7. Is the grant worth the effort, and the fee?
Weigh the size of the grant and your chances against the time it takes and what a writer would cost. For a small grant with simple questions, writing it yourself may be the right call. For larger or more complex programs, or where your time is tight, help is more likely to pay off.
Check, too, whether the program lets you claim the writer’s fee. Some don’t: the South Australian Export Diversification Program, for example, doesn’t cover the cost of preparing the application, including our fee. See the program page.
Before you hire anyone, ask how they charge and what’s included:
- Is the fee fixed and agreed in writing before any work starts, or does it depend on the outcome?
- Who checks the figures, and who approves the final application?
- Who lodges it with the funder?
- What happens if the grant is awarded, such as reporting back to the funder?
Our approach is a fixed fee agreed before any work starts, with no success fee. We explain what changes the price in how much a grant writer costs. If you decide to hire one, how to choose a grant writer is a checklist. You approve the final application, and you lodge it unless you ask us to.
So, do you need a grant writer?
You can probably do it yourself if
- The program clearly fits and you're clearly eligible.
- The grant is simple, with minimal requirements and a short application.
- You have the time and know your figures well.
A grant writer is more likely worth it if
- The program fits but the criteria are detailed or the grant is competitive.
- The application asks for a lot of information, or your volunteers are already stretched.
- You're short on time before the closing date, or still need support letters and supplier confirmations.
- You want an honest view of your chances before you commit.
What a grant writer can’t do
- Guarantee funding. Funders decide.
- Make an ineligible project eligible.
- Invent facts or figures for your application.
- Replace advice from your accountant or a licensed adviser on tax, GST or the R&D Tax Incentive.
Not sure? Ask for a free check
Tell us about your event or project and, if you know it, the grant. We’ll send you a short written brief with the grants it could apply for, how strong an application would be, what would make it stronger, and our fee. If we don’t think it’s worth your time and money to apply, we’ll tell you. Ask for a free check.
Andrew is an events organiser and events producer who spent years on the applicant side of grant funding before founding Better Funded. More about Andrew