Thinking of Hiring a Proposal Writer?
Whether you're seeking grant funding or public-sector contracts, a strong proposal writer can make or break your success. Before you hire, here are Christine’s top 3 questions to ask:
What’s your track record in securing funding in my industry?
Not all proposal writers are created equal—make sure they’ve worked with similar clients.How do you tailor messaging for different funders or agencies?
The best writers don’t just copy and paste—they connect your mission to the funder’s priorities.What’s your process for gathering information and managing deadlines?
You want someone who’s proactive, organized, and communicates clearly.
The Art of the Win: What to Ask Before Hiring a Proposal Writer
In the world of civic work and community engagement, securing a "win" isn’t just about the bottom line—it’s about getting the resources you need to help communities grow with dignity. Whether you are pursuing a federal grant for your nonprofit or responding to a city-issued RFP for professional services, the person holding the pen can make or break your success.
After years of navigating government affairs and leading Civility Localized, I’ve seen firsthand that a great proposal isn't just about good grammar. It’s about strategy, mission-alignment, and precision.
If you’re ready to bring a proposal writer onto your team, don't just look at their portfolio. Ask these three critical questions to ensure they can actually deliver.
1. "What is your specific track record in my industry?"
Writing is a skill, but context is a superpower. A writer who excels at corporate marketing might struggle with the nuances of a federal HUD grant or a municipal community engagement contract.
Every industry has its own "language" and set of unspoken expectations. You need someone who understands the specific compliance hurdles and evaluative criteria of your field.
The Red Flag: A writer who says they can write "anything for anyone" without being able to point to wins in a related sector.
The Goal: Find a partner who understands your "why" and has successfully translated it for similar evaluative committees before.
2. "How do you tailor messaging for different funders or agencies?"
One of the biggest mistakes I see is the "copy-paste" method. While your mission remains the same, the way you frame your impact must shift depending on who is reading.
The best writers are part-investigator and part-storyteller. They should be able to:
Research the funder’s strategic goals.
Connect your organization’s unique strengths to those specific priorities.
Avoid generic fluff and focus on equitable, data-driven outcomes.
If they aren't asking you about the specific values of the agency you're targeting, they aren't writing a proposal—they’re just filling out a form.
3. "What is your process for gathering information and managing deadlines?"
A proposal is a project management puzzle. Between gathering financial audits, team bios, and technical data, there are a dozen moving parts that must converge by a hard deadline.
As a business owner, I know that even the most beautiful writing is useless if it’s submitted five minutes late. You need a writer who is proactive, not passive. Ask them:
How do you interview my subject matter experts?
What project management tools do you use?
How do you handle "the crunch" in the final 48 hours?
You aren't just hiring a writer; you're hiring a temporary lead for your team. You want someone who keeps you organized, not someone you have to micromanage.
Moving Your Mission Forward
Hiring the right writer is an investment in your organization's future capacity. When you find someone who respects the technicality of the RFP and the heart of your mission, you don't just win contracts—you win the opportunity to do more good.
Want backstage access to winning proposal templates? Check out our resource library with
Winning Proposal Examples
Podcasts and Videos
Capability Statement E-book with Templates
Requesting a Teaming Partnership
Certifications Road Map
Requesting a Business Reference Letter
RFP Capture Management Spreadsheet
Where to find an Operating Agreement
6 Key Elements of an RFP
BONUS: Masterclass and Fireside Chat with Supplier Diversity Expert
Christine's Business Podcast Playlist
Christine's YouTube Channel