Why Grant Funds Cannot Pay for Grant Writing — and What They Can Pay For

If you’re pursuing grant funding, you may be wondering:

“Can we pay for grant writing services out of the grant if we’re awarded?”

It’s a fair question — and one we hear often. The short answer is no. Grant funds cannot be used to pay for grant writing services.

Grant writing occurs before a funding award is made and is therefore considered a pre-award cost. Pre-award costs are not allowable expenses under most federal, state, and private grant programs and are rarely approved even when discretionary language exists.

As a result, grant writing services must be paid for upfront and cannot be reimbursed from awarded grant funds, regardless of whether funding is received.

Why Grant Writing Is Not an Allowable Grant Expense

Grant funders restrict the use of funds to costs that directly support the implementation of an awarded project during the approved grant period.

Grant writing:

• Occurs before an award decision

• Is not tied to an approved scope of work

• Does not fall within the grant’s performance period

• Is considered an administrative or preparatory activity

Because of this, grant writing costs are excluded from allowable grant expenses and should not be included in grant budgets or paid after award.

What Grant Funds Can Be Used For

While grant funds cannot pay for grant writing, they may be used for post-award management and compliance activities if explicitly allowed by the funder and included in the approved budget.

These activities occur after funding is awarded and may include:

• Grant reporting and documentation

• Compliance monitoring

• Program evaluation and data collection

• Financial tracking and budget oversight

• Required progress and performance reporting

• Sustainability and closeout planning

These services are distinct from grant writing and are tied directly to grant execution and compliance.

Why Upfront Grant Writing Fees Are Required

Requiring upfront payment for grant writing services:

• Ensures compliance with funder regulations

• Eliminates ethical conflicts

• Protects organizations from audit findings or repayment risk

• Reflects the reality that funding decisions are outside the control of the grant writer

No ethical grant professional can guarantee funding, and no responsible organization should expect reimbursement for proposal development services after award.