Grant writer contract template for nonprofits and freelancers

GRANT WRITING SERVICES AGREEMENT

This Grant Writing Services Agreement ("Agreement") is entered into as of [EFFECTIVE DATE] by and between:

[ORGANIZATION LEGAL NAME], a [STATE] nonprofit corporation, located at [ADDRESS] ("Client"), and

[CONSULTANT NAME or BUSINESS NAME], [a sole proprietor / a STATE limited liability company], located at [ADDRESS] ("Consultant").

1. SERVICES
1.1 Consultant will provide the grant research, writing, and related services described in Exhibit A (Scope of Work) (the "Services").
1.2 Any services not described in Exhibit A require a written change order signed or approved by email by both parties, stating the added work, timeline, and fee.

2. TERM
2.1 This Agreement begins on the Effective Date and continues until [END DATE / completion of the Services in Exhibit A], unless terminated earlier under Section 11.

3. CLIENT RESPONSIBILITIES
3.1 Client will provide accurate information, data, budgets, financial statements, and documents reasonably requested by Consultant, by the dates in Exhibit A.
3.2 Client will designate [NAME, TITLE] as its primary contact, with authority to approve drafts and make decisions.
3.3 Client will review and return comments on each draft within [NUMBER] business days of receipt.
3.4 Client is responsible for the accuracy of all information it provides, for final approval of all content, and for its own compliance with funder requirements and any resulting grant agreements.
3.5 Client will maintain ownership and control of all funder portal accounts. [CHOOSE: Client will submit all applications. / Consultant may submit applications on Client's behalf using credentials Client provides for that purpose, and will not change account ownership or passwords.]
3.6 If Client's materials are late, Consultant will make reasonable efforts to meet deadlines but is not responsible for a missed deadline caused by Client's delay.

4. FEES AND PAYMENT
4.1 Fee structure. [CHOOSE ONE AND DELETE THE OTHERS:]
   [Hourly:] Client will pay Consultant [$RATE] per hour for Services performed. Consultant estimates the Services will require [NUMBER] hours. Consultant will not exceed [NUMBER] hours ([$CAP]) without Client's prior written approval.
   [Project:] Client will pay Consultant a fixed fee of [$AMOUNT] for each deliverable listed in Exhibit A, for a total of [$TOTAL].
   [Retainer:] Client will pay Consultant [$AMOUNT] per month for up to [NUMBER] hours of Services per month. Unused hours [do / do not] roll over [to the following month only]. Additional hours, if approved in writing, are billed at [$RATE] per hour.
4.2 Payment schedule. [e.g., "50% of each project fee upon signing and 50% upon delivery of the final draft." / "Consultant will invoice monthly; invoices are due within [30] days."]
4.3 Expenses. Client will reimburse pre-approved, documented out-of-pocket expenses [e.g., travel, database subscriptions specific to Client]. Consultant will not incur any expense over [$AMOUNT] without Client's written approval.
4.4 No contingent compensation. Consultant's compensation is not contingent on, and will not be calculated as a percentage of, any grant or funding Client receives. No finder's fees, commissions, or bonuses based on funds awarded will be paid. The parties intend this Agreement to be consistent with the Grant Professionals Association Code of Ethics and the Association of Fundraising Professionals Code of Ethical Standards.
4.5 Source of payment. Client will not pay Consultant's fees from grant funds unless the funder has expressly authorized that use in writing.

5. NO GUARANTEE OF FUNDING
5.1 Funding decisions are made solely by funders. Consultant does not guarantee that any proposal will be funded, and Client's payment obligations do not depend on any funding decision.

6. INDEPENDENT CONTRACTOR
6.1 Consultant is an independent contractor, not an employee, partner, or agent of Client. Consultant controls the manner and means of performing the Services, provides its own equipment, and is responsible for its own taxes, insurance, and benefits.
6.2 Consultant may provide services to other clients during the term, subject to Section 8.

7. CONFIDENTIALITY
7.1 Consultant will keep confidential all non-public information about Client, its finances, donors, staff, and program participants ("Confidential Information"), will use it only to perform the Services, and will not disclose it without Client's written consent, except as required by law.
7.2 Consultant will follow any additional privacy requirements Client identifies in writing, including those applicable to participant records.
7.3 These obligations continue for [NUMBER] years after this Agreement ends [and indefinitely for participant information].

8. CONFLICTS OF INTEREST
8.1 Consultant will promptly disclose to Client if Consultant is preparing a proposal for another organization to the same funder and funding opportunity during the term. The parties will then agree in writing how to proceed.
8.2 Consultant will disclose any personal or financial relationship with a funder or its staff relevant to the Services.

9. USE OF ARTIFICIAL INTELLIGENCE TOOLS
9.1 [CHOOSE ONE:] [Consultant will not use generative AI tools in performing the Services without Client's prior written consent.] / [Consultant may use generative AI tools to assist with research and drafting, provided that Consultant (a) does not enter Confidential Information into any tool that retains or trains on user inputs, (b) reviews and verifies all AI-assisted content for accuracy, and (c) complies with any funder policy on AI use that Client or the funder identifies.]

10. OWNERSHIP OF WORK PRODUCT
10.1 Upon Client's payment in full for a deliverable, Client will own the final proposals, reports, and other written materials Consultant prepares specifically for Client under this Agreement ("Work Product") and may use, adapt, and reuse them without restriction.
10.2 Consultant retains ownership of its pre-existing materials, templates, methods, and general know-how, and grants Client a non-exclusive, perpetual license to use any of them incorporated in the Work Product.
10.3 Consultant may describe the general nature of the Services in its portfolio [but will not share Work Product or name Client without Client's written permission].

11. TERMINATION
11.1 Either party may terminate this Agreement for any reason with [NUMBER] days' written notice.
11.2 Either party may terminate immediately on written notice if the other materially breaches this Agreement and fails to cure the breach within [NUMBER] days after notice.
11.3 Upon termination, Client will pay for Services performed and approved expenses incurred through the termination date, and Consultant will deliver all completed and in-progress Work Product and return or destroy Client's Confidential Information.

12. LIMITATION OF LIABILITY
12.1 [ATTORNEY TO DRAFT OR REVIEW. A common approach limits each party's liability to the fees paid under this Agreement, except for breaches of confidentiality.]

13. GENERAL
13.1 Entire agreement. This Agreement, including Exhibit A, is the entire agreement between the parties and replaces any prior understandings.
13.2 Amendments. Changes must be in writing and approved by both parties.
13.3 Governing law. This Agreement is governed by the laws of the State of [STATE].
13.4 Notices. Notices will be sent by email to the addresses below, with a copy by [mail], and are effective on receipt.
13.5 Counterparts and electronic signatures. This Agreement may be signed in counterparts and by electronic signature.

CLIENT: [ORGANIZATION LEGAL NAME]
By: ______________________________
Name: [NAME]   Title: [TITLE]   Date: [DATE]
Email for notices: [EMAIL]

CONSULTANT: [CONSULTANT NAME / BUSINESS NAME]
By: ______________________________
Name: [NAME]   Title: [TITLE]   Date: [DATE]
Email for notices: [EMAIL]


EXHIBIT A: SCOPE OF WORK

Deliverable | Funder / opportunity | Description | Client inputs due | Draft due | Final due | Fee
[1] | [FUNDER, OPPORTUNITY] | [e.g., full proposal, up to X pages, narrative + budget justification] | [DATE] | [DATE] | [DATE] | [$]
[2] | [FUNDER] | [e.g., letter of inquiry, 2 pages] | [DATE] | [DATE] | [DATE] | [$]
[3] | [—] | [e.g., prospect research: 15 qualified prospects with fit notes] | [DATE] | — | [DATE] | [$]

Included in each deliverable: [e.g., one kickoff call, up to two rounds of revisions, final proofread, assembly of attachments from Client-provided documents].
Not included: [e.g., graphic design, data collection, evaluation design, submission, post-award reporting, unless listed above].
Submission: [Client / Consultant] will submit each application.