Interview Guide for

Grant Writer

This comprehensive interview guide provides a structured framework for hiring an exceptional Grant Writer who can secure vital funding for your organization. With carefully designed questions and evaluation criteria at each stage, you'll be able to identify candidates who excel at research, persuasive writing, relationship management, and securing the financial resources your organization needs.

How to Use This guide

This interview guide provides a framework to help you identify and hire the best Grant Writer for your organization. To get the most value:

Customize for Your Needs: Adapt questions and evaluation criteria to reflect your organization's specific funding sources, mission, and programs.
Share with Your Team: Distribute this guide to everyone involved in the hiring process to ensure consistency across interviews.
Follow the Structure: Use the same questions for all candidates to enable fair comparisons.
Use Follow-up Questions: Dig deeper with follow-up questions to understand the full context of candidates' experiences.
Score Independently: Have each interviewer complete their scorecard before discussing the candidate with others to prevent groupthink.

For more guidance on structuring your hiring process effectively, check out our interview guide resources or explore our collection of behavioral interview questions.

Job Description

Grant Writer

About [Company]

[Company] is a [Industry] organization dedicated to making a positive impact on [Target Audience/Area]. Our mission is to [Company Mission], and we are committed to [Company Values]. Located in [Location], we foster a collaborative and innovative environment where team members can thrive and grow professionally.

The Role

As a Grant Writer at [Company], you will play a crucial role in securing the financial resources necessary to sustain and expand our impact. Your ability to craft compelling narratives and develop strong proposals will directly contribute to our organization's ability to fulfill its mission and serve our community. This position offers an opportunity to leverage your writing talents to make a meaningful difference.

Key Responsibilities

Research and identify grant opportunities from foundations, corporations, and government agencies that align with our mission and programs
Develop and write compelling grant proposals, reports, and related documents
Gather and synthesize information from program staff, financial data, and organizational reports
Build relationships with internal stakeholders to gather necessary information
Craft persuasive narratives that clearly articulate project goals, objectives, activities, and budgets
Manage multiple deadlines and ensure compliance with grant requirements
Track and analyze grant proposal success rates
Prepare and submit timely progress reports and final reports
Collaborate with team members to improve grant writing processes

What We're Looking For

Strong writing skills with the ability to craft clear, concise, and persuasive proposals
Excellent research abilities with attention to detail
Proven ability to manage multiple projects simultaneously and meet deadlines
Collaborative nature with strong relationship-building skills
Analytical thinking with the ability to synthesize complex information
Self-directed work style with strong organizational skills
Bachelor's degree in a relevant field or equivalent experience
Experience with relevant software and database systems
Passion for our mission and the communities we serve

Why Join [Company]

At [Company], you'll be part of a team committed to making a real difference in [Target Audience/Area]. We value creativity, collaboration, and commitment to excellence.

Competitive salary ranging from [Salary Range]
Comprehensive benefits package including [Health Insurance Details]
[Paid Time Off] and [Retirement Plan]
Professional development opportunities
Flexible work arrangements
The satisfaction of contributing to meaningful social impact

Hiring Process

We've designed our hiring process to be thorough yet efficient, allowing us to make timely decisions while getting to know you well.

Initial Application Review: We'll review your resume, cover letter, and writing sample.
Screening Interview: A 30-minute conversation with our recruiter to discuss your background and interest.
Writing Exercise: You'll complete a grant proposal exercise to demonstrate your writing abilities.
Career History Interview: A deeper discussion about your relevant experience and accomplishments.
Competency Interview: Focused on assessing key skills and attributes needed for success.
Final Decision: We aim to make prompt decisions once the interview process is complete.

Ideal Candidate Profile (Internal)

Role Overview

The Grant Writer will be responsible for researching, writing, and managing grant proposals to secure funding for our organization. This role requires exceptional writing talent, meticulous attention to detail, strong research skills, and the ability to translate complex programmatic information into compelling narratives. Success in this position will directly impact our financial sustainability and ability to expand our programs and services.

Essential Behavioral Competencies

Written Communication: Ability to craft clear, concise, and persuasive content tailored to different audiences and funding sources. Demonstrates mastery of grammar, syntax, and storytelling techniques to create compelling proposals.

Research & Analysis: Proficiency in identifying appropriate funding sources, analyzing requirements, and synthesizing complex information from multiple sources to develop comprehensive proposals.

Attention to Detail: Meticulousness in ensuring accuracy of information, compliance with guidelines, and error-free submissions. Ability to track and manage multiple deadlines and requirements simultaneously.

Project Management: Skill in organizing and prioritizing multiple grant applications with varying deadlines. Ability to develop work plans, coordinate with internal stakeholders, and ensure timely completion of all elements.

Relationship Building: Capacity to develop and maintain productive working relationships with program staff, organizational leadership, and external funding representatives.

Desired Outcomes

Increase grant funding by [Target %] within the first year through successful proposal submissions
Develop a comprehensive grants calendar and tracking system to manage application and reporting deadlines
Achieve a grant application success rate of at least [Target %]
Build effective working relationships with program staff to gather compelling content for proposals
Establish a library of reusable content and a streamlined process for grant development

Ideal Candidate Traits

The ideal candidate will demonstrate exceptional writing abilities with a track record of securing grant funding. They will be detail-oriented, able to manage multiple deadlines without supervision, and possess strong research skills for identifying appropriate funding opportunities. The candidate should be naturally curious about our programs and mission, allowing them to translate complex information into compelling narratives.

We're looking for someone who can work both independently and collaboratively, showing flexibility and resourcefulness when gathering information from various internal stakeholders. The right person will be adaptable to changing priorities, able to handle rejection constructively, and consistently maintain a high level of quality in their work. They should be comfortable working with data and financial information to support funding requests and reports.

A candidate with knowledge of the [Industry] sector and familiarity with common funding sources in this space would be particularly valuable, though demonstrated grant writing success in other sectors can transfer well.

Screening Interview

Directions for the Interviewer

This screening interview is designed to quickly assess whether a candidate has the essential skills and experience needed for the Grant Writer role. Focus on evaluating their writing abilities, research skills, and experience with securing grants. Their responses should demonstrate attention to detail, good organizational skills, and the ability to work both independently and collaboratively. Ask follow-up questions to understand the context and details of their grant writing experience, particularly their success rate and the types of funders they've worked with. Listen for examples that demonstrate they can translate complex information into compelling narratives.

Remember to save at least 5 minutes at the end for the candidate to ask questions. Their questions can provide insight into what they value and how they're evaluating this opportunity.

Directions to Share with Candidate

During this 30-minute conversation, I'll be asking about your grant writing experience, skills, and your interest in this role. I want to understand your approach to grant writing, your success securing funding, and how you organize your work. Please feel free to ask me any questions about the role or our organization at the end of our conversation.

Interview Questions

Tell me about your experience with grant writing. What types of organizations have you written for, and what kinds of grants have you secured?

Areas to Cover

Types of organizations (nonprofits, educational institutions, government agencies)
Range of funding amounts secured
Variety of funding sources (foundations, government, corporate)
Grant proposal success rate
Most significant grants secured

Possible Follow-up Questions

What has been your average success rate with grant proposals?
What's the largest grant you've ever secured?
How do you approach different types of funders (government vs. foundation)?
How do you handle rejection of grant proposals?

Walk me through your process for researching, writing, and submitting a grant proposal.

Areas to Cover

Research methods for identifying appropriate funders
Information gathering techniques
Collaboration with program staff
Timeline management
Review process
Submission procedures

Possible Follow-up Questions

How do you prioritize multiple grant opportunities?
How do you handle tight deadlines?
How do you ensure accuracy of information in proposals?
How do you gather information from busy program staff?

How do you approach writing a compelling narrative for a grant proposal? Can you give an example of how you've turned complex program information into an engaging story?

Areas to Cover

Writing process and approach
Strategies for making technical information accessible
Techniques for creating emotional connection
Methods for addressing funder priorities
Examples of successful storytelling in grants

Possible Follow-up Questions

How do you tailor your writing style to different audiences?
How do you incorporate data and metrics into your narratives?
How do you ensure your writing aligns with the organization's voice?
What feedback have you received about your grant writing?

How do you track grant deadlines, submissions, and reporting requirements?

Areas to Cover

Systems and tools used for tracking
Process for calendar management
Method for organizing grant requirements
Approach to managing reporting deadlines
Techniques for maintaining grant records

Possible Follow-up Questions

How have you recovered when you've missed a deadline?
What tools or software do you use to stay organized?
How do you prioritize when multiple deadlines conflict?
How do you ensure compliance with varying funder requirements?

Describe a situation where you had to gather information from multiple stakeholders to complete a grant proposal. How did you handle it?

Areas to Cover

Stakeholder communication strategies
Methods for synthesizing diverse information
Conflict resolution approaches
Time management techniques
Results achieved

Possible Follow-up Questions

How did you handle conflicting information from different sources?
What do you do when stakeholders don't respond to information requests?
How do you build relationships with program staff to facilitate information gathering?
What have you learned about effective collaboration through this process?

In your opinion, what makes a grant proposal successful?

Areas to Cover

Key elements of effective proposals
Alignment with funder priorities
Clarity and persuasiveness of writing
Use of data and supporting evidence
Presentation and formatting considerations

Possible Follow-up Questions

How do you ensure your proposals stand out from others?
What common mistakes do you see in unsuccessful grant proposals?
How do you incorporate evaluation metrics into proposals?
What feedback have you received from funders about your proposals?

Interview Scorecard

Written Communication Skills

0: Not Enough Information Gathered to Evaluate
1: Limited writing experience; struggles to articulate thoughts clearly
2: Adequate writing skills; some experience with grant proposals
3: Strong writing background with proven success in grant proposals
4: Exceptional writing talent with extensive grant success and versatility across different funders

Research & Analysis Abilities

0: Not Enough Information Gathered to Evaluate
1: Basic research skills; limited experience identifying funding opportunities
2: Adequate research methods; some success finding appropriate funders
3: Strong research skills with systematic approach to finding opportunities
4: Exceptional research abilities with proven methodology and consistent success

Organizational Skills

0: Not Enough Information Gathered to Evaluate
1: Struggles with describing organizational systems; history of missed deadlines
2: Basic organizational methods; manages deadlines adequately
3: Strong organizational skills with proven systems for tracking
4: Exceptional organizational abilities with sophisticated tracking systems and perfect deadline management

Grant Success History

0: Not Enough Information Gathered to Evaluate
1: Limited or no proven success securing grants
2: Some success with smaller grants or limited variety
3: Consistent success across multiple grant types and funding sources
4: Exceptional track record of securing significant funding with high success rate

Increase grant funding by [Target %] within first year

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal; limited success in previous roles
2: May Partially Achieve Goal; moderate success history but lacking strategic approach
3: Likely to Achieve Goal; demonstrated similar growth in past positions
4: Likely to Exceed Goal; exceptional track record exceeding targets in past roles

Achieve grant application success rate of at least [Target %]

0: Not Enough Information Gathered to Evaluate
1: Unlikely to Achieve Goal; significantly lower success rates in past roles
2: May Partially Achieve Goal; success rates approaching but below target
3: Likely to Achieve Goal; demonstrated similar success rates previously
4: Likely to Exceed Goal; history of exceeding target success rates

Overall Recommendation

1: Strong No Hire; significant gaps in essential skills or experience
2: No Hire; does not meet key requirements for the role
3: Hire; meets requirements with good potential for success
4: Strong Hire; exceptional candidate who exceeds requirements

Writing Exercise

Directions for the Interviewer

This work sample is designed to assess the candidate's grant writing skills in a realistic scenario. The exercise evaluates their ability to craft a compelling narrative, organize information effectively, and tailor content to a specific funder. When administering this exercise:

Send the instructions and background materials 24 hours before the scheduled interview.
Allow the candidate to ask clarifying questions before beginning the exercise.
Review their submission before the follow-up discussion to prepare specific questions.
During the follow-up discussion, ask about their process, challenges they faced, and choices they made.
Evaluate not just the final product but also their approach and reasoning.

Remember that this exercise should simulate realistic constraints without being overly burdensome. The goal is to assess their writing and critical thinking skills, not their knowledge of your specific programs.

Directions to Share with Candidate

For this exercise, you'll create a partial grant proposal for a fictional funding opportunity. We're providing you with background information about a program seeking funding. Your task is to write a compelling 2-page (maximum) narrative that could be submitted as part of a grant proposal.

You should:

Review the program information and funder guidelines provided
Create a narrative that clearly describes the program, its impact, and why it deserves funding
Focus on making the content compelling while being accurate to the information provided
Submit your completed sample 24 hours before our scheduled follow-up discussion

During our meeting, we'll discuss your approach to the exercise and your decision-making process. This exercise is meant to give you an opportunity to demonstrate your writing skills and approach to grant development.

Exercise Materials:

Program description: [Include a 1-page description of a fictional program]
Funder guidelines: [Include brief guidelines about funder priorities and requirements]
Submission instructions: [Provide clear instructions for how to submit the completed exercise]

Interview Scorecard

Writing Quality

0: Not Enough Information Gathered to Evaluate
1: Poor grammar, structure, or clarity; difficult to follow
2: Adequate writing but lacks persuasiveness or polish
3: Well-written with clear structure and compelling elements
4: Exceptional writing that is engaging, persuasive, and professional

Alignment with Funder Guidelines

0: Not Enough Information Gathered to Evaluate
1: Proposal ignores or contradicts funder priorities
2: Basic alignment but misses opportunities to emphasize connections
3: Clearly addresses funder priorities throughout narrative
4: Masterfully aligns program with funder priorities in a natural, compelling way

Program Explanation

0: Not Enough Information Gathered to Evaluate
1: Vague or confusing explanation of program
2: Basic explanation but lacks necessary detail or context
3: Clear, comprehensive explanation that helps reader understand the program
4: Exceptional explanation that makes complex program elements accessible and compelling

Impact Description

0: Not Enough Information Gathered to Evaluate
1: Minimal or unconvincing impact description
2: Basic description of impacts without compelling evidence
3: Clear, evidence-based description of meaningful impacts
4: Powerful impact narrative that combines data with storytelling effectively

Increase grant funding by [Target %] within first year

0: Not Enough Information Gathered to Evaluate
1: Writing quality unlikely to secure funding at target level
2: May secure some funding but likely below target
3: Writing quality likely to secure funding at target level
4: Exceptional proposal quality likely to exceed funding targets

Build effective relationships with program staff

0: Not Enough Information Gathered to Evaluate
1: Approach to exercise suggests difficulty working with program information
2: Basic ability to translate program information but limited
3: Effectively transformed program information into proposal narrative
4: Exceptional ability to elevate program information while maintaining accuracy

Chronological Interview

Directions for the Interviewer

This interview focuses on understanding the candidate's career progression, with emphasis on their grant writing experience and success. The goal is to establish a detailed picture of their professional development, skills acquisition, and performance in previous roles. Focus on understanding their grant success rates, the types and sizes of grants they've secured, and how they've grown as a grant writer throughout their career.

For each relevant position, repeat the core questions (questions 2-6) to build a comprehensive picture of their experience at each organization. Ask more detailed follow-up questions for more recent and relevant positions. Pay particular attention to the consistency of their career narrative, reasons for transitions, and growth in responsibilities and achievements over time.

Save at least 10 minutes at the end for candidate questions. The quality and depth of their questions often reveal their level of interest and understanding of the role.

Directions to Share with Candidate

In this interview, we'll walk through your career history in chronological order, focusing on your grant writing experience. For each relevant position, I'll ask similar questions to understand your responsibilities, achievements, and growth. I'm particularly interested in understanding your grant writing process, success rates, and the types of funders you've worked with throughout your career. Please be specific about your achievements and challenges at each organization.

Interview Questions

To start, tell me about your background and what led you to pursue grant writing as a career path.

Areas to Cover

Educational background and early career interests
Introduction to grant writing
Motivations for pursuing this field
Connection to mission-driven work
Career aspirations

Possible Follow-up Questions

What initially attracted you to grant writing?
How has your perspective on grant writing evolved over time?
What skills from your education or early career have proven most valuable?
What do you find most rewarding about grant writing?

For your position at [Previous Organization], what were your primary responsibilities related to grant writing?

Areas to Cover

Scope of grant writing activities
Types of funders they worked with
Size of grants typically pursued
Level of autonomy in the role
Collaboration with other departments
Integration into larger development strategy

Possible Follow-up Questions

What percentage of your time was dedicated to grant writing versus other responsibilities?
How many grant proposals did you typically manage simultaneously?
Who did you report to and how was your success measured?
How was the grants function structured within the organization?

What were the most significant grants you secured at [Previous Organization]? Tell me about your process for these successful proposals.

Areas to Cover

Types and sizes of grants secured
Approach to developing these specific proposals
Challenges overcome
Collaborative aspects of the process
Key factors that contributed to success
Lessons learned

Possible Follow-up Questions

What made these particular grants successful when others weren't?
How did you tailor your approach to these specific funders?
What feedback did you receive from the funders about your proposals?
How did these grants impact the organization?

What was your overall success rate with grant proposals at [Previous Organization], and how did it change over time?

Areas to Cover

Quantitative success metrics
Evolution of performance over time
Strategies for improving success rate
Benchmark comparisons if available
Methods for tracking and analyzing results

Possible Follow-up Questions

What factors contributed most to improving your success rate?
How did you handle rejection and learn from unsuccessful proposals?
How did your success rate compare to organizational or industry benchmarks?
What systems did you use to track your grant activities and outcomes?

Tell me about the most challenging grant proposal you worked on at [Previous Organization]. What made it difficult and how did you approach it?

Areas to Cover

Nature of the challenge (technical complexity, deadline pressure, etc.)
Problem-solving approach
Resources utilized
Collaboration with others
Outcome of the situation
Lessons learned

Possible Follow-up Questions

How did you overcome the specific obstacles you faced?
What would you do differently if you encountered a similar situation?
How did this experience change your approach to grant writing?
What resources or support would have made this situation easier?

What systems or processes did you implement or improve for grant management at [Previous Organization]?

Areas to Cover

Organizational systems developed
Process improvements implemented
Results of these improvements
Collaborative aspects of these changes
Sustainability of the systems created

Possible Follow-up Questions

What motivated you to create or improve these systems?
How did you measure the impact of these improvements?
How did others in the organization respond to these changes?
What technological tools or software did you utilize?

Looking across your entire career, which job has been most similar to this Grant Writer position, and why?

Areas to Cover

Similarities in responsibilities and scope
Comparable organizational contexts
Relevance of past experiences to this role
Self-assessment of transferable skills
Understanding of the current role's requirements

Possible Follow-up Questions

What aspects of that role prepared you best for this position?
What challenges from that role might you anticipate in this position?
What additional skills have you developed since then that would be valuable here?
How would you approach this role differently based on your past experience?

Interview Scorecard

Grant Writing Experience Depth

0: Not Enough Information Gathered to Evaluate
1: Limited or superficial grant writing experience
2: Moderate experience but limited variety or complexity
3: Substantial experience across various grant types and funders
4: Exceptional depth of experience with progressive responsibility and complexity

Demonstrated Success Rate

0: Not Enough Information Gathered to Evaluate
1: Below average success rate without improvement over time
2: Average success rate with some improvement
3: Above average success rate with clear improvement trajectory
4: Exceptional success rate consistently exceeding benchmarks

Process & Systems Development

0: Not Enough Information Gathered to Evaluate
1: Limited systems development; primarily followed existing processes
2: Some process improvements but limited in scope or impact
3: Clear examples of effective systems creation or significant improvements
4: Exceptional track record of transformative process development with measurable results

Growth & Progression

0: Not Enough Information Gathered to Evaluate
1: Limited growth in skills or responsibilities over career
2: Some progression but plateaus or lateral moves
3: Clear pattern of growth with increasing responsibility and skill development
4: Exceptional career progression demonstrating mastery and expanding impact

Increase grant funding by [Target %] within first year

0: Not Enough Information Gathered to Evaluate
1: Past performance suggests unlikely to achieve target
2: May partially achieve based on mixed previous results
3: Past performance indicates likely to achieve target
4: History of exceeding similar targets suggests will surpass goal

Develop a comprehensive grants calendar and tracking system

0: Not Enough Information Gathered to Evaluate
1: Limited systems experience suggests unlikely to achieve
2: Basic systems experience suggests partial achievement
3: Strong systems experience indicates likely success
4: Exceptional systems development history suggests will exceed expectations

Overall Recommendation

1: Strong No Hire; significant concerns about experience or capabilities
2: No Hire; does not demonstrate sufficient success or growth
3: Hire; solid experience with demonstrated success
4: Strong Hire; exceptional candidate with outstanding track record

Competency Interview

Directions for the Interviewer

This interview focuses on assessing the candidate's key competencies essential for success as a Grant Writer. The questions are designed to explore their written communication skills, research abilities, attention to detail, project management capabilities, and relationship-building skills. When conducting this interview:

Ask follow-up questions to get complete STAR responses (Situation, Task, Action, Result)
Listen for specific examples rather than hypothetical scenarios or generalizations
Probe for details about the candidate's personal contributions in team settings
Look for evidence of learning and growth from challenging situations
Note how candidates analyze problems and implement solutions

This interview should give you a clear picture of how the candidate has demonstrated these essential competencies in past roles and how they might apply them to grant writing with your organization.

Directions to Share with Candidate

In this interview, I'll be asking you questions about specific situations from your past experience that relate to key skills needed for the Grant Writer role. For each question, please share a specific example, describing the situation, your actions, and the results. I may ask follow-up questions to better understand your approach. We're interested in learning how you've handled various situations in the past, as this helps us understand how you might approach similar challenges in this role.

Interview Questions

Tell me about a time when you had to translate complex technical or programmatic information into compelling content for a non-technical audience. (Written Communication)

Areas to Cover

Nature of the complex information
Analysis of the audience needs
Strategies used to simplify without losing meaning
Writing techniques employed
Results and feedback received
Lessons learned about effective communication

Possible Follow-up Questions

How did you determine which details to include or omit?
What feedback did you receive on your communication?
How did you know your approach was successful?
What techniques do you use to make technical information engaging?

Describe your approach to researching potential grant opportunities. Share a specific example where your research led to a successful funding application. (Research & Analysis)

Areas to Cover

Research methodology and tools
Criteria for evaluating funding opportunities
Process for aligning organizational needs with funder priorities
Specific actions taken in the example
Outcome of the application
Improvements made to research process over time

Possible Follow-up Questions

How do you prioritize which funding opportunities to pursue?
What resources do you rely on for grant research?
How do you evaluate the likelihood of success for a potential application?
How has your research approach evolved over time?

Tell me about a situation where your attention to detail prevented a problem or created an opportunity with a grant application. (Attention to Detail)

Areas to Cover

Context of the situation
Specific details noticed
Potential consequences if overlooked
Actions taken as a result
Impact on the grant outcome
Systems developed to ensure thoroughness

Possible Follow-up Questions

What systems do you use to catch errors or omissions?
How do you balance attention to detail with meeting deadlines?
What have you learned about the most common oversights in grant applications?
How do you ensure consistency across multiple documents?

Describe how you've managed multiple grant applications with competing deadlines. Give a specific example of a particularly challenging period. (Project Management)

Areas to Cover

Number and types of grants managed simultaneously
Prioritization method
Time management strategies
Tools or systems utilized
Delegation or collaboration involved
Outcome of the situation
Lessons learned about managing multiple priorities

Possible Follow-up Questions

How did you decide which applications to prioritize?
What systems do you use to track multiple deadlines?
How do you handle unexpected obstacles or delays?
How do you communicate progress and needs to stakeholders?

Tell me about a time when you needed to gather information from multiple stakeholders to complete a grant proposal. How did you manage this process? (Relationship Building)

Areas to Cover

Context of the situation and stakeholders involved
Approach to stakeholder engagement
Challenges in obtaining information
Strategies for managing conflicting input
Communication methods used
Results of the collaboration
Impact on the grant outcome

Possible Follow-up Questions

How did you handle reluctant or unresponsive stakeholders?
How did you resolve conflicting information from different sources?
What have you learned about effective collaboration in grant development?
How do you build relationships that facilitate information gathering?

Interview Scorecard

Written Communication

0: Not Enough Information Gathered to Evaluate
1: Limited ability to translate complex information; writing lacks clarity
2: Basic translation skills; some ability to simplify content
3: Strong ability to create clear, accessible content from complex information
4: Exceptional talent for transforming technical content into compelling narratives

Research & Analysis

0: Not Enough Information Gathered to Evaluate
1: Rudimentary research methods; limited analysis of opportunities
2: Adequate research skills; basic analysis of funder alignment
3: Thorough research approach; strong analysis of opportunities
4: Sophisticated research methodology; exceptional ability to identify ideal matches

Attention to Detail

0: Not Enough Information Gathered to Evaluate
1: Misses important details; limited systems for quality control
2: Catches most errors; basic systems for ensuring accuracy
3: Consistently thorough; effective systems for detail management
4: Exceptional attention to detail; comprehensive systems that prevent errors

Project Management

0: Not Enough Information Gathered to Evaluate
1: Struggles with multiple priorities; deadline management issues
2: Manages basic workload; adequate time management
3: Effectively handles multiple complex projects; strong organizational systems
4: Exceptional project management; sophisticated systems for optimizing workflow

Relationship Building

0: Not Enough Information Gathered to Evaluate
1: Difficulty engaging stakeholders; limited collaborative success
2: Basic stakeholder engagement; adequate information gathering
3: Strong relationship development; effective collaborative approach
4: Exceptional relationship builder; consistently achieves optimal stakeholder engagement

Achieve grant application success rate of at least [Target %]

0: Not Enough Information Gathered to Evaluate
1: Competencies suggest unlikely to achieve target success rate
2: May achieve partial success but likely below target
3: Competencies indicate likely to achieve target success rate
4: Exceptional competencies suggest will exceed target success rate

Overall Recommendation

1: Strong No Hire; significant competency gaps for role requirements
2: No Hire; competencies below level needed for success
3: Hire; demonstrates competencies needed for role
4: Strong Hire; exceptional demonstration of all key competencies

Debrief Meeting

Directions for Conducting the Debrief Meeting

The Debrief Meeting is an open discussion for the hiring team members to share the information learned during the candidate interviews. Use the questions below to guide the discussion.Start the meeting by reviewing the requirements for the role and the key competencies and goals to succeed.

The meeting leader should strive to create an environment where it is okay to express opinions about the candidate that differ from the consensus or from leadership's opinions.
Scores and interview notes are important data points but should not be the sole factor in making the final decision.
Any hiring team member should feel free to change their recommendation as they learn new information and reflect on what they've learned.

Questions to Guide the Debrief Meeting

Question: Does anyone have any questions for the other interviewers about the candidate?

Guidance: The meeting facilitator should initially present themselves as neutral and try not to sway the conversation before others have a chance to speak up.

Question: Are there any additional comments about the Candidate?

Guidance: This is an opportunity for all the interviewers to share anything they learned that is important for the other interviewers to know.

Question: How do the candidate's writing samples compare to our expectations and needs?

Guidance: Discuss the quality, clarity, and persuasiveness of the candidate's writing sample and how it aligns with the organization's needs and standards.

Question: What is the candidate's track record with grant success rates, and how does it compare to our targets?

Guidance: Compare the candidate's historical success rates with the organization's goals to assess likelihood of meeting funding targets.

Question: Is there anything further we need to investigate before making a decision?

Guidance: Based on this discussion, you may decide to probe further on certain issues with the candidate or explore specific issues in the reference calls.

Question: Has anyone changed their hire/no-hire recommendation?

Guidance: This is an opportunity for the interviewers to change their recommendation from the new information they learned in this meeting.

Question: If the consensus is no hire, should the candidate be considered for other roles? If so, what roles?

Guidance: Discuss whether engaging with the candidate about a different role would be worthwhile.

Question: What are the next steps?

Guidance: If there is no consensus, follow the process for that situation (e.g., it is the hiring manager's decision). Further investigation may be needed before making the decision. If there is a consensus on hiring, reference checks could be the next step.

Reference Calls

Directions for Conducting Reference Checks

Reference checks are a critical final step in validating the Grant Writer candidate's experience, skills, and past performance. Focus on verifying their grant writing success rates, relationship management abilities, and work style. When contacting references:

Request specific examples that demonstrate the candidate's writing abilities and impact
Verify quantitative results like grant amounts secured and success rates
Ask about the candidate's ability to manage relationships with internal stakeholders
Probe for information about their organizational skills and deadline management
Listen for consistency with what the candidate shared during interviews

These reference checks can provide valuable objective data about past performance that may confirm your hiring decision or reveal potential concerns. The same questions can be used for multiple reference checks to ensure consistency in your evaluation.

Questions for Reference Checks

Could you describe your working relationship with [Candidate] and the context in which you worked together?

Guidance: Establish the reference's credibility and relationship to the candidate. Determine if they directly supervised the candidate's grant writing work and for how long. This helps calibrate the weight you should give to their feedback.

Can you tell me about [Candidate]'s responsibilities related to grant writing in your organization?

Guidance: Verify the scope and scale of the candidate's responsibilities. Listen for any discrepancies compared to what the candidate shared. Ask follow-up questions about specific grant programs or funders they worked with.

What can you tell me about [Candidate]'s grant success rate? What types and sizes of grants did they secure?

Guidance: Gather specific data points about the candidate's performance. Ask for approximate numbers and percentages to quantify their success. Probe for context about what a good success rate looks like in their organization.

How would you describe [Candidate]'s writing skills? Can you give an example of how they've effectively communicated complex information?

Guidance: Get specific examples that demonstrate the candidate's writing abilities. Ask about their ability to tailor messaging to different audiences and how they handled feedback on their writing.

How does [Candidate] manage multiple priorities and deadlines? Can you share an example of their organizational skills?

Guidance: Assess the candidate's ability to juggle multiple applications and requirements. Listen for specific systems or approaches they used to stay organized and how they performed under pressure.

Can you describe how [Candidate] worked with program staff or other internal stakeholders to gather information for grant proposals?

Guidance: Evaluate the candidate's relationship-building skills and collaborative approach. Ask about any challenges they faced working with others and how they navigated difficult conversations.

On a scale of 1-10, how likely would you be to hire [Candidate] again for a grant writing role? Why?

Guidance: This question often reveals the reference's true assessment of the candidate. Ask them to explain their rating to uncover specific strengths or concerns that might not have emerged in other questions.

Reference Check Scorecard

Grant Writing Success

0: Not Enough Information Gathered to Evaluate
1: Below average success rate; limited impact
2: Average success rate; moderate impact
3: Above average success rate; significant impact
4: Exceptional success securing grants; transformative impact

Writing Quality

0: Not Enough Information Gathered to Evaluate
1: Writing required significant editing; limited effectiveness
2: Adequate writing skills; some strengths noted
3: Strong writing abilities consistently demonstrated
4: Exceptional writing talent repeatedly praised

Organizational Skills

0: Not Enough Information Gathered to Evaluate
1: Struggled with deadlines; limited organizational systems
2: Generally met deadlines; basic organizational approach
3: Consistently well-organized; effective systems in place
4: Exceptionally organized; innovative systems that enhanced efficiency

Relationship Management

0: Not Enough Information Gathered to Evaluate
1: Difficulty working with internal stakeholders
2: Adequate stakeholder management; some challenges noted
3: Strong collaborative relationships; effective information gathering
4: Exceptional ability to build relationships and navigate complex dynamics

Increase grant funding by [Target %] within first year

0: Not Enough Information Gathered to Evaluate
1: Reference feedback suggests unlikely to achieve target
2: May achieve partial success based on past performance
3: Reference feedback indicates likely to achieve target
4: Past performance suggests will exceed funding targets

Establish a library of reusable content and streamlined process

0: Not Enough Information Gathered to Evaluate
1: Limited process development in previous roles
2: Some process improvements but inconsistent implementation
3: Consistent history of developing effective systems
4: Exceptional track record of creating transformative processes

Frequently Asked Questions

How should I adapt this interview guide for our specific funding needs?

Review your organization's funding priorities and typical grant sources, then adjust the work sample and questions accordingly. For instance, if you primarily seek government grants, ensure the work sample reflects the detailed requirements typical of government applications. Similarly, if foundation funding is your focus, adapt questions to emphasize relationship building with program officers.

Should we require a writing sample with the initial application?

Yes, this is highly recommended. A writing sample allows you to assess basic writing skills before investing time in interviews. Request a sample grant proposal or similar persuasive document that demonstrates the candidate's ability to craft compelling narratives. For more on effective application materials, see our guide on how to conduct a job interview.

How important is subject matter expertise in our field versus grant writing experience?

While subject matter expertise is valuable, strong grant writing skills often transfer across sectors. Prioritize candidates with proven success securing grants and excellent writing abilities. A candidate who demonstrates curiosity and learning agility can quickly acquire subject matter knowledge, whereas writing talent is more fundamental. The work sample will help you assess how quickly they can grasp and articulate your programs.

What if a candidate has strong writing skills but limited grant experience?

Consider their transferable skills from other writing-intensive roles. Look for experience with persuasive writing, research, deadline management, and attention to detail. The work sample becomes especially important for these candidates. You might also explore a hybrid role or structured onboarding that pairs them with an experienced grants professional initially.

How should we evaluate a candidate's claim about their grant success rate?

Request specific examples of grants secured, including sizes, funding sources, and their specific role in the process. During reference checks, verify these claims with previous supervisors. Remember that success rates vary by sector and type of funding, so contextualize their performance against appropriate benchmarks rather than arbitrary standards.

What technology proficiency should we look for in a Grant Writer?

Beyond basic proficiency with word processing and spreadsheet software, look for experience with grants management systems, database management, and research tools. However, specific software experience is less important than adaptability and willingness to learn new systems. Focus more on their organizational systems and how they've used technology to enhance efficiency.