Policies

Communication Policy

At NM Grant Writers, we strive to communicate clearly and timely to all our clients. To ensure efficiency and maintain boundaries, please review our communication guidelines below:

Preferred Methods: We like to communicate via email for all official correspondence. You can reach us at HERE.

Response Times: We’re committed to valuing your time and aim to respond to all emails and phone calls within 24 hours during business hours. We want your patience in allowing for up to 2 business days for a response.

Business Hours: Our business hours are Monday to Friday, 9 AM to 4 PM (MST). We respond to communications only during these hours. We do not respond on weekends, or national holidays. (We work on MST while on out-of-state travel)

Scheduled Meetings: Our online booking system can schedule meetings during business hours. We require at least 24 hours notice for all meeting requests. We will wait on the Zoom call for 10 minutes and then close the call and you will need to reschedule.

Emergency Contact: For existing clients on the Retainer Package, we understand that emergencies can happen. If you have an urgent issue that requires immediate attention outside of business hours, please get in touch with us by phone and leave a message. This service is reserved for emergencies, reassuring you that help is always available.

Scope of Services Policy

At NM Grant Writers, we offer comprehensive services tailored to meet our clients’ diverse needs. Each service is outlined below to ensure clarity and set appropriate expectations.

1. Grant Research.

Identifying Funding Opportunities: Conduct thorough research to find potential funding sources that align with the client’s mission and projects.

Customized Reports: Providing detailed reports on relevant grants, including deadlines, eligibility criteria, and application guidelines.

2. Grant Writing

Proposal Development: Writing compelling and persuasive grant proposals, including the narrative, budget, and supporting documents.

Collaborative Process: Working closely with clients to gather necessary information and ensure that proposals accurately reflect their goals and capabilities.

3. Grant Review

Editing and Feedback: Reviewing and providing detailed feedback on existing grant applications to enhance clarity, coherence, and persuasiveness.

Compliance Check: Ensuring that applications meet all funder requirements and guidelines.

4. Grant Management

Post-Award Support: Assisting with the management of awarded grants, including compliance monitoring, reporting, and communication with funders.

Financial Oversight: Helping clients track grant expenditures and ensure alignment with approved budgets.

5. Consultation Services

Strategic Planning: Offering strategic advice to improve clients’ grant readiness and funding strategies.

Capacity Building: Providing training and resources to enhance clients’ internal grant writing and management capabilities.

Exclusions: Funding Guarantees: We do not guarantee funding outcomes.

Additional Services: Services outside the scope of the agreed-upon package will incur additional charges.

By defining these parameters, we ensure a clear understanding of what is included in our services, helping to manage expectations and maintain professional boundaries.

Payment and Invoicing Policy

At NM Grant Writers, we ensure a transparent and straightforward payment and invoicing process.
Please review our guidelines below:

1. Payment Terms:

Invoices for the upcoming month’s services are issued on the 1st of each month and are due by the 15th.

2. Accepted Payment Methods:

We accept payments via bank transfer, credit card, or PayPal. Payment details will be included on each invoice.

3. Packages:

Grant Funding Framework: (coming soon)

Launch Package: $1,500 one month only

Growth Accelerator Package: $3,000/month (12 month commitment)

4. One-Time Services:

Free Templates: Available at no cost

Fillable Templates: $37 package

Grant Research: $150

Marketing Package: $299 per program

Master Grant Template: $1500 per program

5. Late Payments:

Payments not received by the 15th will result in the suspension of services until the account is settled.

6. Dispute Resolution:

Any disputes about invoices should be made in writing within 10 days of the invoice date. We will work promptly to resolve any issues.

By adhering to these guidelines, we can ensure a smooth and professional financial relationship.

“Retainer Policies” or “How Our Retainers Work”

Strategic Retainer Policy

NM Grant Writers retainers are designed to provide strategic, ongoing grant support over a 12-month period. Retainer clients receive access to grant strategy, prospecting, writing, budget support, application preparation, and related consulting through a structured credit system.

Retainers do not guarantee a specific number of grant submissions or funding awards. Projects are prioritized based on strategic fit, organizational readiness, available credits, grant deadlines, competitiveness, and team capacity

Credit System Policy

Each retainer includes a set number of credits to be used during the 12-month contract term. Credits are assigned based on the estimated time, complexity, page count, coordination needs, and grant requirements.

Standard credit estimates include:

• Email Brief: 0.5 credit
• Letter of Inquiry / Foundation Grant up to 4 pages: 1 credit
• Foundation Grant over 4 pages: 2 credits
• State Grant: 3 credits
• Federal Grant up to 10 pages: 7 credits
• Federal Grant over 10 pages: 10 credits
• Membership or Sponsorship Campaign: 4 credits
• Local Site Visit / In-Person Meeting within 60 miles: 1 credit
• Extended Travel or Regional Site Visits: custom credit assignment

Credits must be used during the 12-month contract term and do not roll over beyond the contract period. Unused credits have no cash value and are non-refundable.

Additional Credit Packages

If a project requires more work than the included retainer credits allow, additional credit packages may be offered or required.

Additional credits are billed at $750 per credit and may be purchased in the following packages:

• 3-credit package: $2,250
• 5-credit package: $3,750
• 10-credit package: $7,500

Additional credits must be approved and paid before expanded work begins unless otherwise agreed in writing.

Grant Timeline Policy

Strong grant applications require preparation time. Recommended timelines are:

• Foundation Grants: 4–6 weeks
• State Grants: 6–8 weeks
• Federal Grants: 8–12 weeks

Projects requested with shorter timelines may be treated as rush work and may require additional credits, reduced revisions, modified deliverables, or written acknowledgment of the compressed timeline.

NM Grant Writers reserves the right to decline rush projects when the timeline, documentation, eligibility, or project readiness does not support a competitive submission.

Client Readiness Policy

Grant writing is a collaborative process. Clients are responsible for providing timely and accurate documents, budgets, financials, registrations, site control documentation, quotes, approvals, partner information, and other materials needed for proposal development.

Deadlines and drafting timelines are based on receipt of complete and accurate materials. Delays, missing documents, incomplete information, or major project changes may affect submission timelines, competitiveness, or the ability to move forward.

Communication Policy

NM Grant Writers provides communication support through email, scheduled calls, virtual meetings, and project-related messaging.

We make reasonable efforts to respond to emails and communication requests within 48 business hours.

Response times may vary during active submission periods, holidays, travel, emergencies, or high-volume grant cycles. Weekend, evening, holiday, emergency, or excessive unscheduled communication is not included unless agreed in writing and may require additional credits.

Submission and Approval Policy

Clients are responsible for final review and approval of all applications, budgets, forms, attachments, and supporting materials before submission.

NM Grant Writers may assist with preparation and submission when authorized, but the client remains responsible for confirming that all information is accurate, complete, and approved.

No Guarantee of Funding

NM Grant Writers uses professional skill, diligence, and best efforts to prepare strong, competitive applications. However, funding decisions are made solely by funders and agencies.

We do not guarantee grant awards, funding amounts, finalist status, or application success.

Revision and Feedback Policy

At NM Grant Writers, LLC, we strive to deliver high-quality grant proposals that meet our clients’ needs. Our revision and feedback policy is designed to ensure clarity and efficiency:

1. Foundation Grants:

Revisions Included: One revision is included with the initial service.

Feedback Process: Clients will provide feedback in writing, and we will incorporate necessary changes.

2. Federal Grants:

Revisions Included: Two revisions are included with the initial service.

Feedback Process: Clients will provide feedback in writing, and we will incorporate necessary changes.

Additional Revisions:
Any revisions beyond the included revisions will incur additional charges, which we will let you know beforehand.

Feedback Timeliness:
Clients are encouraged to provide feedback within 5 business days to ensure timely completion of revisions.

By following these policies, we aim to maintain a structured and efficient revision process that meets our client’s expectations.

Confidentiality and Data Security Policy

At NM Grant Writers, we prioritize the confidentiality and security of your data. Please review our policy below for secure information handling:

Data Access via Dropbox

All client data is securely accessible through Dropbox, our management software platform. This ensures a protected, centralized location for your information.
Offboarding Policy: Upon completion of our services, clients will have 30 days to access their data in Dropbox. This is the clients responsibility, please email us if you have any issues.

Thank you for trusting NM Grant Writers with your information. This policy ensures your data is handled securely and remains accessible when you need it.

Client Eligibility and Responsibility Policy

Grant Application Guidelines

At NM Grant Writers, we provide a tailored list of grant opportunities to meet your needs. For a smooth and effective application process, please review the following guidelines:

1. Eligibility Confirmation

Clients are responsible for verifying their eligibility for each grant, including meeting all criteria and possessing the required documentation.

2. New Client Recommendations

For new clients, we recommend thoroughly reviewing all grant requirements and asking any eligibility-related questions before proceeding.

3. Grant Application Process

If ineligibility or missing documentation is discovered during the application process, NM Grant Writers cannot be held responsible. Clients must ensure all criteria are met prior to submission.

By following these guidelines, we can work together to enhance your chances of securing funding effectively and efficiently.

Timeline Policy

At NM Grant Writers, we are committed to meeting deadlines while delivering high-quality services. Please review our timeline policy below:

1. Standard Service Timelines

Foundation Grants: Typically completed within 4-6 weeks from the start date.
Federal Grants: Typically completed within 6-8 weeks from the start date.

2. Rush Service

Availability: Rush services are offered exclusively for clients on the Retainer Package for additional fees.
Timeline: Rush services are completed within 2-3 weeks from the start date.

3. Client Responsibilities

Timely provision of required information and feedback is essential for meeting deadlines.
Delays in providing information may extend the timeline accordingly.

By following these guidelines, we can ensure that your projects are completed efficiently and on time.

Cancellation and Refund Policy

At NM Grant Writers, we understand that circumstances may change. Please review our cancellation and refund guidelines below:

1. Cancellation by Client

All clients may cancel services by emailing us at chilicrew@nmgrantwriters.com at least 30 days before the scheduled service date. (Clients wanting to rebook will go to the end of the waitlist)

2. Cancellation by NM Grant Writers

NM Grant Writers reserves the right to cancel services with a 15-day notice provided via email.

3. Refunds

Payments cover the upcoming month. Refunds are issued only if NM Grant Writers cannot fulfill the contract due to unforeseen circumstances (e.g., death, illness).

These guidelines ensure clarity and fairness in any changes to your service agreement.

We appreciate your understanding.

Non-Disclosure Agreement (NDA)

At NM Grant Writers, we are committed to maintaining the confidentiality of our client’s information.

Our Non-Disclosure Agreement (NDA) ensures that all sensitive and proprietary information is protected:

1. Confidential Information:

Any information shared by the client for grant writing or consulting services will be considered confidential. This includes but is not limited to business plans, financial data, project details, and any other proprietary information.

2. Obligations:

NM Grant Writers agrees to use the confidential information solely to provide the agreed-upon services.

We will not disclose confidential information to third parties without the client’s consent.

3. Exceptions:

Confidential information does not include publicly available information or known to NM Grant Writers before the client’s disclosure.

Adhering to these guidelines ensures that all client information is handled with the utmost care and confidentiality.