What should you consider before working with a Professional Fundraiser?

Many organisations think about using a professional fundraiser when they need extra time, skills or capacity to bring in funding. This blog explores the advantages, risks, funder perspectives, real life experience and the key things to consider before deciding.

Advantages of using a Professional Fundraiser

A professional fundraiser can provide:

• Extra capacity when your team is small or focused on frontline delivery.
• Specialist knowledge and experience in writing applications and understanding funders.
• Awareness of a wider range of funding sources, including those that are less well known.
• Useful insight and reflection, such as helping you:

• • clarify your funding goals

• • explain your story more clearly

• • gain confidence in communicating in writing.
• Support with complex or large projects, especially if it’s a one off or an expansion into something new.

Even after the contract ends, the learning and materials they help create can continue to benefit your organisation.

Risks to consider

There are risks and costs involved, even if the fundraiser offers their support at no cost:

• Time cost – your team still needs to brief, support and review their work.
• Opportunity cost – another person or approach might have been more effective.
• Reputational cost – a poorly written application could harm future chances with a funder.
• Concerns:

• • fundraisers who make guarantees of success

• • those who use high pressure tactics.

What do funders think?

• Funders vary in their rules around using professional fundraisers.  Some are willing for groups to include reasonable fundraising costs in budgets as part of full cost recovery.  Others are less keen and do not allow grant money to be used to pay them.  It is important to check out a funder’s policies.
• Funders tend to look for applications that feel direct, personal and authentic rather than overly polished.

Funder advice if you are considering using a professional fundraiser:

• Be cautious of unrealistic claims. Speak to several people and seek recommendations.
• Consider someone who knows the local area.
• Make sure the application truly reflects your organisation.
• Be clear about boundaries, such as:
• • • Who the funder will contact for extra information
    • Who will manage reporting and evaluation if successful.

A local group perspective

What they found helpful:

• They still needed to invest time explaining their work and reviewing drafts, but the effort was worthwhile.
• They now have strong cases for support to use in future.
• The fundraiser brought new leads and could speak directly with funders.
• The person knew the local context, understood their client group and was responsive.
• Being known locally helped reassure trustees about reputation and fit.

Lessons and cautions:

• Discuss expectations early – the likely success rate and timeframes.
• Draw up a clear contract, including:
  • costs
  • payment terms
  • whether subcontracting is allowed
• Do not agree to statements that are unrealistic or overly ambitious.
• The process helped them reflect on how to show their impact more clearly to funders.

Key things to think about before using a Professional Fundraiser

A short checklist:

• Are you grant ready (governance, policies, accounts, safeguarding, etc.)?
• Are you clear what you want the fundraiser to do?
• Do they understand fundraising laws and standards.
• Their track record, especially with the funders you want to approach.
• Their charging method (percentage, flat fee, hourly rate) and whether it is ethical and good value.
• Does this fit with your organisation’s fundraising policy or strategy?
• Are your expectations and budget realistic?
• Do you have time available to work with the fundraiser?
• Have you recorded your decision-making, including assessing risks and how you will mitigate them?
• Put in place a written agreement covering aims, costs, timing, monitoring, compliance with any required standards, clarity of who will be involved and how, use of your materials, and sign-off arrangements.

Monitoring and evaluating success

You will need to:

• Monitor their work to ensure it matches the agreement and meets compliance rules.
• Report on fundraising relationships where required under the Charities (Protection and Social Investment) Act 2016.
• Stay involved to make sure any application submitted is accurate and realistic.
• Review their success against your goals to decide whether this approach is right for the future.

Summary

Using a professional fundraiser can bring valuable skills and extra capacity. However, grant funding is never guaranteed, no matter who writes the application. The key is choosing the right person, being clear about expectations, and keeping sight of your organisation’s purpose and values.

How Support Cambridgeshire can help

While Support Cambridgeshire does not offer a bid writing service, we do provide free support with:

• Setting up and running community groups and charities.
• Reading draft funding applications (for member organisations).
• Helping you identify potential funders.

You can also access:

• Funding application tips – our bite-size training video
• Our live and online training – search our events

Guidance to be aware of

• Charity Commission: guidance on trustee duties in fundraising
• Fundraising Regulator: guidance on working with professional fundraisers