Grant writing contract template
A grant writing contract sets out what a grant writer will deliver, by when and for what fee. It also says what the client must supply and who owns the finished proposal. Fill in the template below for each engagement. Have a lawyer review it before you use it with a client for the first time. A short agreement signed before the first draft protects both sides from the slow drift in scope that turns a single proposal into a season of unpaid revisions.
Most disputes between grant writers and clients start in two places: the client's materials arriving late and confusion over what was promised. A clear scope with a date for every client input heads off both. Professional practice rules out pay based on a percentage of the award.
Free to copy and adapt. Square brackets mark what you replace. Nothing here is tied to a particular funder. Read each funder's guidelines for required headings, page limits and attachments before you paste a finished draft into their application form.
The template
Parties and project
Who the agreement is between and which application it covers. A separate agreement for each application keeps the scope tied to one funder and one deadline that everyone can point to later.
This agreement is between [consultant name or firm] ("Consultant") and [organization name] ("Client"). It covers [funder and program name], due [date].
Scope and deliverables
List each deliverable. Anything not listed is outside the agreement. Writing the number of revision rounds into the scope is the simplest way to keep a friendly client relationship from sliding into endless rewrites near the deadline.
Consultant will deliver:
• [Research and shortlist of funders, if included]
• Draft narrative by [date]
• Budget and budget justification by [date]
• Up to [number] rounds of revisions
• Final package for submission by [date]
Client responsibilities
What the client supplies and when. Tie your deadlines to these dates. A draft that waits on late budget figures from the client should move its own due date by the same number of days without any argument about who caused the delay.
Client will supply [program details, budget figures, financial statements, letters of support] by [date]. Client will name [person] to approve drafts within [number] business days. Client submits the application.
Fees and payment
A flat fee, an hourly rate or a retainer. State when each payment is due.
Fee: $[amount] [flat, or per hour up to a cap of $[cap]].
Payment: [percent] on signing, the balance on delivery of the final package.
Invoices are due within [number] days.
Outcome, ownership and confidentiality
No one controls a funder's decision. Say so, and say who owns the work.
Funding decisions rest with the funder. Fees are owed whatever the outcome. Client owns the final proposal on full payment. Consultant may keep copies for [portfolio or reference use, with or without permission]. Both parties will keep each other's confidential information private.
Termination and signatures
How either side can end the agreement and what is owed if they do. Clear terms here let a client step away from a deadline they can no longer meet without leaving the writer unpaid for the weeks already spent.
Either party may end this agreement with [number] days' written notice. Client pays for work completed to that date.
[Consultant name], [date]
[Client signatory name and title], [date]
Skip the blank page
Quillify lets a consultant run each client as its own organization from one login on Pro and above. Each client's documents stay with that client. Quillify drafts from them, and the compliance matrix tracks every requirement and deadline. When an engagement ends, you can hand the organization over to the client's own account.
Questions people ask
Can a grant writer charge a percentage of the grant?
The Grant Professionals Association's Code of Ethics rules out commission and percentage pay. Most funders do not allow grant funds to pay for writing the proposal either.
Should the contract guarantee funding?
No. The funder makes the decision. A contract can promise deliverables and deadlines.
What do grant writers charge?
Rates vary by region, experience and the size of the application. Our guide to what a grant writer costs covers the common fee structures.
Related guides: How much does a grant writer cost?. The parts of a proposal only you can supply. Grant application checklist, in three stages. All free templates.
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