Volunteer Time Off Letters: Templates to Boost Support

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The scarcest resource for any nonprofit organization isn’t always funding; often, it is time. Specifically, it is the time of dedicated volunteers during standard business hours. You likely have a roster of passionate supporters willing to help on weekends, but finding someone to staff a registration desk at 2:00 PM on a Tuesday or help with a school field trip on a Friday morning can feel impossible.

The barrier is obvious: the 9-to-5 workday. However, a growing trend in corporate philanthropy is breaking down this wall. Paid Volunteer Time Off (VTO) is an employee benefit that allows individuals to volunteer during work hours without losing pay. It is a massive opportunity for nonprofits to secure highly skilled, energetic volunteers when they are needed most.

In this comprehensive guide, we will provide the strategies, best practices, and copy-and-paste templates you need to mobilize your corporate supporters:

The catch? Many of your supporters don’t even know they have this benefit. To unlock this resource, you need a proactive communication strategy. By incorporating volunteer time off letters into your donor and volunteer outreach, you can educate your community, remove the barrier of “work commitments,” and fill your volunteer shifts with ease.

What Is Volunteer Time Off (VTO)?

Before writing your letters, it is crucial to understand the mechanism behind the ask. Paid volunteer time off is a type of employee benefit in which team members receive a number of hours designated for volunteerism above and beyond existing PTO (Paid Time Off).

Essentially, companies pay their employees to show up for your nonprofit.

While vacation days are for rest and sick days are for health, VTO is specifically for community engagement. The structure of these programs varies by company, but they generally fall into a few categories:

  • Individual VTO: Employees are given a bank of hours (e.g., 8 to 40 hours annually) to volunteer with a nonprofit of their choice.
  • Group Volunteer Events: Companies organize team-building days where departments take time off together to complete a service project.
  • Skills-Based Volunteerism: Employees use their professional expertise (marketing, IT, finance) to assist a nonprofit during work hours.

Did You Know? The number of companies offering VTO has increased by 2 in 3 over the last decade. Currently, 66% of employers provide some sort of paid time off program for volunteering. Despite this growth, awareness remains low. By sending volunteer time off letters, you are helping your supporters utilize a benefit that is otherwise going to waste.

Why Volunteer Time Off Letters Are Critical for Nonprofits

You might assume that if a donor wants to volunteer, they will find a way. However, statistics show that logistical hurdles are the primary reason people do not volunteer. In fact, 49% of individuals state that work commitments are their biggest obstacle to volunteering.

By sending a letter specifically addressing VTO, you are directly removing that obstacle. You are telling your supporters: “You don’t have to choose between your job and your passion for our cause. You can do both.”

Furthermore, engaging corporate employees through VTO often leads to deeper financial support. 79% of people who volunteer also donate to the organization. When you bring a corporate volunteer through your doors using VTO, you are not just getting a pair of hands for the afternoon; you are cultivating a relationship with a donor who is statistically more likely to support you financially.

The Strategic Timing of VTO-Related Outreach

To get the highest conversion rate on your volunteer time off letters, you need to send them when your needs are high and when employees are most likely to be thinking about their benefits.

1. The “New Year” Refresh (January)

Most corporate benefit years reset on January 1st. Employees have a fresh bank of VTO hours (often an average of 20 hours per year ) and are looking for ways to fulfill New Year’s resolutions regarding community service. Sending a letter in January plants the seed for the rest of the year.

2. Pre-Event Recruitment

If you have a major event coming up—like a charity golf tournament, a gala setup, or a community clean-up day—that requires daytime help, send a targeted VTO letter 6-8 weeks in advance. This gives employees enough time to request the day off and get manager approval.

3. Volunteer Appreciation Week

Use Volunteer Appreciation Week not just to say thank you, but to educate. Remind your existing volunteers that they might be able to volunteer more without sacrificing their weekends by utilizing their company’s VTO policy.

4. Back-to-School Season (August/September)

For education-focused nonprofits or PTAs, the start of the school year is prime time. Parents are looking for ways to be involved, and knowing they can use VTO to chaperone a field trip or help in the library can be a game-changer.

Template 1: For Volunteers With Known VTO Benefits

If you are using a corporate giving database or have collected employer data during your volunteer registration process, you can segment your list. This template is for supporters whom you know work for companies with VTO programs (like Salesforce, Deloitte, or Patagonia).

Subject: [Volunteer Name], did you know [Company Name] pays you to volunteer?

Dear [Volunteer Name],

Thank you for being such a dedicated supporter of [Nonprofit Name]. Your commitment helps us [Brief Mission Statement, e.g., provide shelter to animals in need].

We know how busy life can be, and balancing work with volunteering isn’t always easy. That is why I wanted to highlight a fantastic benefit offered by your employer, [Company Name].

Our records show that [Company Name] offers a paid Volunteer Time Off (VTO) program. This means you can take time off work to volunteer with us—without using your vacation days or losing pay!

How to Use Your VTO to Support [Nonprofit Name]:

  1. Check Your Balance: Log into your employee benefits portal to see how many VTO hours you have available this year.
  2. Pick a Shift: Visit our volunteer calendar [Link] to find a daytime opportunity that fits your schedule.
  3. Request the Time: Submit the time off request to your manager using your VTO code.

We currently have a high need for volunteers on [Day of Week] mornings to help with [Specific Task]. Using your VTO for just one shift would make a massive difference for our team.

Thank you for everything you do!

Sincerely,

[Your Name] [Your Title]

Quick Tip: Mentioning specific companies adds credibility. For example, knowing that Thomson Reuters offers two paid days (16 hours) each year allows you to be specific in your ask: “You could spend two full days with us this year without missing a paycheck!”.

Template 2: For Volunteers With Unknown Eligibility

For the majority of your database, you may not know where they work or what benefits they have. This letter serves as an educational tool, prompting them to investigate their own benefits package.

Subject: A secret way to volunteer without working weekends…

Dear [Volunteer Name],

We know that between work, family, and personal time, finding hours to volunteer can be a challenge. That’s why we want to make sure you aren’t missing out on a benefit you might already have.

Did you know that 66% of employers offer paid Volunteer Time Off (VTO)?

VTO allows employees to volunteer during regular business hours while still getting paid. It’s a way for companies to support the causes their employees care about—like [Nonprofit Name]!

Could you be eligible?

It takes just a few minutes to find out:

  1. Check your employee handbook or HR portal.
  2. Search for keywords like “Volunteer Time Off,” “Community Service Leave,” or “Paid Release Time.”
  3. Ask your HR representative if the company supports paid volunteering.

If you have VTO hours available, we would love to see you during the week!

Daytime volunteers are crucial for our operations, helping us [Specific Impact, e.g., sort food donations] when our staff is stretched thin.

[Link: Check Our Weekday Volunteer Schedule Here]

Thank you for being a vital part of our community.

Best regards,

[Your Name] [Title]

Template 3: Advocacy Tools for Ineligible Volunteers

What if a volunteer checks their handbook and finds… nothing? This isn’t a dead end; it’s an opportunity. Employees have significant influence. By providing them with a template to send to their HR department, you empower them to advocate for a VTO program. This helps them, and potentially hundreds of their colleagues, volunteer with you in the future.

Subject: No VTO? Here is how to ask for it.

Dear [Volunteer Name],

Thank you for checking your eligibility for Volunteer Time Off! Even if your company doesn’t offer a program yet, you can help pave the way for future support.

Corporate social responsibility is growing fast; the number of companies offering VTO has increased by 2 in 3 over the last decade. Many companies start these programs simply because employees ask for them.

If you feel comfortable, consider sending the note below to your HR director or Community Relations manager to express your interest.

Subject: Inquiry regarding Volunteer Time Off (VTO) policies

Message:

Hi [HR Contact Name],

I recently spent time volunteering with [Nonprofit Name], a cause I care deeply about. I learned that many companies in our industry offer “Volunteer Time Off” (VTO) programs, which allow employees to dedicate a few hours annually to community service during the workday.

Does our company currently offer anything like this?

Research shows that offering VTO helps attract talent and boosts employee engagement. In fact, 62% of individuals report that the ability to volunteer during business hours is a top factor for a positive volunteer experience.

I would love to chat about how we might be able to implement a pilot program or a “Day of Service” here. It seems like a fantastic way to support our team and give back to our local community.

Thanks,

[Employee Name]

Thank you for being an advocate for [Nonprofit Name]!

Sincerely,

[Your Name]

Maximizing Impact: The “Double Dip” Strategy

Sending volunteer time off letters opens the door to a powerful fundraising idea: the “Double Dip.”

Many companies that offer VTO also offer Volunteer Grants. This means the company pays the employee to volunteer (VTO) AND writes a check to the nonprofit based on the hours served (Volunteer Grant).

For example, Microsoft offers a volunteer grant of $25 per hour. If an employee uses 8 hours of VTO to help your nonprofit, you receive 8 hours of free skilled labor plus a $200 donation from Microsoft.

How to include this in your letters: Add a P.S. to your templates: “P.S. Does your company also offer Volunteer Grants? After you finish your shift, you might be able to log your hours and earn a monetary grant for [Nonprofit Name]—doubling your impact!”

Best Practices for Writing Effective VTO Letters

To ensure your letters get opened and acted upon, follow these best practices derived from successful corporate engagement strategies.

1. Focus on the Benefit to the Donor

While VTO helps you, frame it as a benefit to the volunteer. Use phrases like “Use your benefits,” “Take a break from the office,” or “Volunteer without sacrificing your weekend.” Remind them that 96% of employees who participate in corporate volunteerism report having a positive company culture—it’s good for their well-being.

2. Be Specific About Needs

Don’t just ask them to “volunteer.” Be specific about why you need daytime help.

  • Weak: “We need help during the day.”
  • Strong: “We need three volunteers next Tuesday from 10 AM to 2 PM to help distribute lunches. Using 4 hours of VTO would ensure these families get fed.”

3. Simplify the Process

If you have a database of companies, provide the specific steps for that employer. For example, if you are emailing a GM Financial employee, mention that they have 8 hours of VTO per quarter available. The more specific you are, the less research the donor has to do.

4. Create a Dedicated Web Page

Include a link in your letter to a “Corporate Volunteering” page on your website. This page should list companies with known VTO programs, instructions for signing up, and your Tax ID number (often needed for logging hours). This establishes a centralized hub for relevant resources.

5. Leverage Social Proof

In your newsletters, highlight a volunteer who used VTO. “Meet Sarah! She used her VTO day from [Company] to help us plant our community garden. Thanks to her employer, she didn’t lose a cent of pay, and we gained a beautiful garden.” This normalizes the behavior and encourages others to check their own benefits.

Wrapping Up & Next Steps

Volunteer Time Off letters are a low-cost, high-reward tool in your fundraising arsenal. By educating your supporters about the benefits sitting in their employee handbooks, you can unlock a new wave of daytime volunteers and deepen your relationships with corporate partners.

Remember, the goal is to make it easy for supporters to say “yes.” By providing templates, doing the research for them, and highlighting the double impact of their time, you turn a logistical challenge into a strategic advantage.

Ready to find more corporate opportunities? To maximize your results, consider using a corporate giving database like Double the Donation. Our tools allow you to identify which of your donors work for VTO-eligible companies instantly, streamlining your outreach and ensuring you never miss an opportunity to engage a corporate partner.

Start drafting your VTO letters today and transform your volunteer program. Then, increase your impact by automating your volunteer time off outreach with Double the Donation. You can even request a personalized demo to see the tools in action!

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Volunteer Grant Letters: Templates to Boost Revenue

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Volunteers are the lifeblood of any nonprofit organization. They dedicate their Saturday mornings to cleaning up parks, their evenings to tutoring students, and their weekends to staffing fundraising galas. While their time is invaluable, there is a way to make it literally valuable in terms of dollars and cents. Volunteer grants, often known as “dollars for doers,” are corporate giving programs in which companies provide monetary donations to nonprofits as a reward for employees’ volunteer work. However, billions of dollars in this corporate philanthropy funding go unclaimed every year, largely because volunteers simply do not know these programs exist. The solution? Strategically implemented volunteer grant letters to your supporters.

By incorporating volunteer grant letters into your outreach plan, you can educate your supporters, encourage them to log their hours, and unlock a new stream of unrestricted revenue for your mission. In this guide, we will explore how to craft the perfect message, when to send it, and provide you with copy-and-paste templates to get started immediately.

In this guide, we’ll cover:

If you’re looking for ways to improve your organization’s volunteer program, volunteer grants are an excellent way to go. And these volunteer grant letter templates are here to help guide your way!

Understanding Volunteer Grants: The Basics

Before we dive into the nuances of writing the perfect letter, it is essential to understand exactly what you are asking for. Volunteer grants are a specific type of corporate giving program that supplies monetary grants to organizations where employees volunteer.

Essentially, these programs monetize the time your supporters are already giving you. Companies set specific thresholds—such as volunteering for 10 hours in a calendar year—and once an employee meets that requirement, the company cuts a check to the nonprofit.

The value of these grants can be substantial. In fact, 80% of companies with volunteer grant programs provide between $8 and $15 per hour volunteered. Some industry leaders go even higher; for example, Microsoft offers a grant of $25 per hour for an employee who volunteers.

Did You Know? Volunteer grants provide “free money” for nonprofits and schools. This allows organizations to drastically increase the return on investment (ROI) of their volunteer programs without requiring additional work from the development team.

Despite the generosity of these programs, the funds often sit untouched. Organizations typically have limited information about the companies their volunteers work for, and volunteers often lack awareness of their companies’ volunteer grant availability. This knowledge gap is exactly what your volunteer grant letters will aim to close.

The Importance of Volunteer Grant Outreach

You might be wondering why a dedicated letter strategy is necessary. Can’t you just put a blurb on your website? While a dedicated “Ways to Give” page is crucial, proactive outreach is the engine that drives results.

According to fundraising research, email has the highest ROI of any marketing platform. It puts the information directly in front of your supporter, rather than waiting for them to stumble upon it.

By sending targeted volunteer grant letters, you accomplish three strategic goals:

  • Education: You inform volunteers that their employer might reward their service with a donation.
  • Empowerment: You give them the specific tools and links they need to submit a request.
  • Appreciation: You frame the request as a way to “double their impact,” reinforcing their value to the organization.

If supporters are never made aware of their employers’ giving programs, they won’t know to complete the grant request process, and their employers will be unable to supply the appropriate funding. A well-crafted letter bridges this gap.

When to Send Volunteer Grant Letters

Timing is everything in fundraising communication. You want to catch your volunteers when they are feeling most connected to your mission and when the details of their service are fresh in their minds.

Here are the three most effective times to send these letters:

1. Immediately Following a Volunteer Event

Strike while the iron is hot. If you just hosted a beach cleanup or a charity 5K, send a follow-up email within 48 hours thanking them for their time and mentioning volunteer grants. They are already feeling good about their contribution; this gives them a way to amplify that feeling.

2. During Volunteer Onboarding

Set the expectation early. Include a section on corporate giving in your volunteer handbook or welcome email series. Let new recruits know that tracking their hours isn’t just for your internal records; it could lead to financial support.

3. At the End of the Calendar Year

Many corporate giving programs reset on January 1st. Sending a reminder in November or December encourages volunteers to log their hours before the deadline passes. This is particularly effective for companies like ExxonMobil, which offers $500 for every 20 hours volunteered. If a volunteer is sitting at 18 hours, this email might prompt them to sign up for one last shift to hit the threshold.

Quick Tip: Automate where possible! If you use volunteer management software, set up an automated email trigger that sends a “Check your eligibility” email after a volunteer logs their first 10 hours.

Template 1: For Volunteers With Known Eligibility

If you are using a corporate giving database or have collected employer information during registration, you have a massive advantage. You can segment your list and send highly specific instructions.

This template is designed for a volunteer who you know works for a company with a volunteer grant program (e.g., Verizon or Allstate).

Subject: [Volunteer Name], maximize your impact at [Nonprofit Name]!

Dear [Volunteer Name],

Thank you so much for your recent help with [Project Name/Event]. Your dedication makes it possible for us to [Brief Mission Statement, e.g., feed families in our community].

Because you are such a valued member of our team, I wanted to share a quick way you can double the impact of the time you have already given—at no cost to you!

Our records indicate that you work for [Company Name]. Did you know that [Company Name] has a generous volunteer grant program? They offer grants of [Insert Amount, e.g., $500 for 20 hours] to nonprofits where their employees volunteer.

Since you have already logged [Number] hours with us, you may be eligible to submit a request today!

Here is how to do it:

  1. Log in to your company’s corporate giving portal: [Link if available].
  2. Navigate to the “Volunteer Grants” or “Dollars for Doers” section.
  3. Log your recent volunteer hours.
  4. Submit the request!

It only takes a few minutes, but it makes a world of difference for our organization.

Thank you for being a champion for our cause!

Sincerely,

[Your Name] [Your Title]

Template 2: For Volunteers With Unknown Eligibility

For the majority of your volunteers, you likely do not know where they work. This letter needs to be broader, educating them on the concept of volunteer grants and encouraging them to do a quick search.

Subject: Did you know your volunteer hours could be worth $?

Dear [Volunteer Name],

We are so clearer for the [Number] hours you have dedicated to [Nonprofit Name] this year. We simply couldn’t do this work without you.

I’m writing today to share a little-known secret about volunteering: Your time could be worth real money to our mission.

Thousands of companies, including 40% of Fortune 500 companies, offer volunteer grant programs. These programs donate money to nonprofits based on the hours employees spend volunteering.

Could your employer be one of them?

Please take a moment to check!

  1. Visit our corporate giving page here: [Link to your website’s search tool].
  2. Type your employer’s name into the search bar.
  3. If they offer a program, follow the instructions to submit your hours!

If you find that your company participates, please let us know so we can keep an eye out for the grant. If you aren’t sure, a quick email to your HR department can clear it up.

Thank you for helping us do more good!

Best,

[Your Name] [Title]

Template 3: Advocacy for Ineligible Volunteers

Sometimes, a volunteer will check their eligibility only to find that their company does not offer a volunteer grant program. This is not a dead end. It is an opportunity for advocacy.

Employees have a significant influence over corporate culture. By providing them with a template to send to their HR department, you empower them to champion a new program.

Subject: How to advocate for a volunteer grant program at work

Dear [Volunteer Name],

Thank you for checking your eligibility for a volunteer grant! Even though your current employer doesn’t offer a program yet, you can still help pave the way for future support.

Many companies start these programs because employees ask for them. If you feel comfortable, consider sending the following note to your HR director or Community Relations manager to express your interest.

Subject: Inquiry regarding employee volunteer grants

Message:

Hi [HR Contact Name],

I recently spent time volunteering with [Nonprofit Name], a cause I care deeply about. I learned that many companies in our industry offer “volunteer grant” programs, where the company provides a small monetary donation to charities where employees volunteer their time.

Does our company currently offer anything like this?

Research shows that 80% of companies with these programs offer between $8 and $15 per hour volunteered. It seems like a fantastic way to support employee engagement and give back to our local community.

I would love to chat about how we might be able to implement something similar here.

Thanks,

[Employee Name]

Thank you for going the extra mile for us!

Sincerely,

[Your Name]

Best Practices for Writing High-Converting Letters

Having the templates is a great start, but how you customize and deliver them matters. Here are several best practices to ensure your volunteer grant letters get opened and acted upon.

1. Personalize Your Outreach

Generic “Dear Volunteer” emails are easy to ignore. Use your CRM to merge in their first name and, if possible, details about their specific volunteer activity (e.g., “Thanks for helping at the Spring Gala”). This personal touch reminds them of the specific experience they had, making them more likely to want to amplify it.

2. Highlight the Impact

Don’t just ask for money; explain what that money will achieve.

Weak: “Please submit a request so we can get $500.”

Strong: “Submitting a request could generate $500, which is enough to provide school supplies for an entire classroom.”

Connecting the grant to a tangible outcome motivates the volunteer to take the administrative step of logging into their portal.

3. Keep It Simple

Your volunteers are busy people. If your letter is a wall of text, they will delete it. Keep your paragraphs short, use bold text to highlight the call to action (CTA), and use bullet points for instructions. The goal is to make the process feel effortless.

4. Leverage Social Proof

In your newsletter or general outreach, share stories of other volunteers who successfully secured grants.

Example: “Thanks to Sarah’s volunteer grant from Verizon, we were able to purchase new equipment for the shelter!” Seeing that others are doing it validates the process and creates a sense of “FOMO” (fear of missing out) on being a top-tier supporter.

Quick Tip: Include a link to a dedicated matching gift/volunteer grant page on your website in every email footer. This ensures that even if the email isn’t about grants, the resource is always accessible.

Wrapping Up & Next Steps

Volunteer grants represent a unique intersection of time and money—a way to double the impact of your most dedicated supporters without asking them to open their wallets. By raising awareness through strategic letters, simplifying the submission process with clear instructions, and leveraging the right technology to identify opportunities, your nonprofit can tap into this underutilized revenue stream.

The key is consistency. Make volunteer grant outreach a standard part of your post-event follow-up and annual communication calendar.

Ready to uncover more revenue? For the best results, consider utilizing a dedicated tool to automate this research. Double the Donation’s database provides a wealth of volunteer grant and matching gift information for thousands of companies. By embedding this tool on your website, you can help volunteers check their eligibility in seconds, driving higher submission rates and more funding for your mission.

Start drafting your letters today, and watch your volunteer program’s ROI soar. Plus, see how Double the Donation can help you automate your volunteer grant outreach to increase impact without taking up more team time! Request a personalized demo to get started today.

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Payroll Giving Letters: Templates to Secure Ongoing Support

In the world of nonprofit fundraising, the ultimate goal is sustainability. While annual galas and end-of-year giving campaigns provide essential boosts in revenue, the day-to-day operations of your mission rely on steady, predictable cash flow. This is where payroll giving becomes a game-changer, and payroll giving letters can help you increase funding through this donation channel!

Payroll giving transforms the way donors (and their companies) support your organization. Instead of writing a check once a year, supporters pledge a small portion of their paycheck to be automatically deducted and sent to your nonprofit. For the donor, it is seamless and budget-friendly. For your nonprofit, it represents a reliable stream of unrestricted income that builds long-term financial health.

However, despite its benefits, payroll giving remains one of the most underutilized fundraising channels. Why? Because many donors simply do not know it is an option. To bridge this gap, you need a proactive communication strategy. In this guide, we’ll cover:

By incorporating strategic payroll giving letters into your outreach, you can educate your supporters, simplify the enrollment process, and turn passive donors into active, recurring partners. In this comprehensive guide, we will explore the mechanics of payroll giving, strategies for communication, and provide copy-and-paste templates for every donor scenario.

What Is Payroll Giving?

Before you can effectively ask for payroll donations, it is crucial to understand the mechanism behind them so you can explain the benefits clearly to your supporters.

Payroll giving is a method of donating to charity directly from an employee’s salary. It allows individuals to pledge a specific amount (e.g., $10, $50, or 1% of their salary) from each paycheck.

The process typically follows these steps:

  • Employer Enrollment: The company partners with a payroll giving agency or platform to integrate the giving option into their payroll systems.
  • Employee Opt-In: Employees voluntarily sign up, usually through an HR portal, and select your nonprofit as the recipient.
  • Automatic Deduction: The donation is deducted from the employee’s salary, often before tax is calculated, making it a tax-efficient way to give.
  • Transfer: The employer or platform consolidates the funds and transfers them to your nonprofit.

Did You Know? Payroll giving is incredibly “sticky.” Because the donation happens automatically in the background, payroll donors tend to have higher donor retention rates than those who give via credit card or check.

Why Letters Are Your Best Tool for Recruitment

You might assume that if a donor’s company offers payroll giving, the donor already knows about it. Unfortunately, this is rarely the case. Corporate benefits packages are dense, and charitable giving options often get buried in the fine print of employee handbooks.

Your payroll giving letters serve as the bridge between the donor’s desire to give and the tool that makes it easiest for them to do so.

Effective letters accomplish three things:

  • Awareness: They inform the donor that their company likely has a program in place.
  • Simplicity: They explain that small, regular deductions are easier to manage than large, one-time gifts.
  • Action: They provide clear instructions on how to enroll, removing the friction from the process.

Currently, over 6 million U.S. employees contribute through payroll giving, generating over $173 million annually. By sending targeted letters, you are inviting your supporters to join this powerful movement of sustainable philanthropy.

The Strategic Timing of Payroll Giving Outreach

When you ask is just as important as how you ask. Payroll giving is a commitment to recurring support, so you want to approach donors when they are feeling financially reflective or particularly connected to your mission.

1. The “New Year” Resolution (January)

January is a time when people review their finances and set goals for the year. Promoting payroll giving as a “budget-friendly” way to make a difference all year long is highly effective during this window.

2. Open Enrollment Season (October/November)

Most companies hold their benefits open enrollment in the fall. Employees are already logging into HR portals and reviewing their paychecks. This is the perfect time to remind them to check the “charitable giving” tab in their benefits portal.

3. Upon Acquisition of a New Donor

When a donor makes their first gift, they are at their peak level of engagement. Including a mention of payroll giving in your welcome series can plant the seed for future recurring support.

4. Corporate Campaign Periods

Many large companies hold “Giving Months” (often in the fall, coinciding with United Way campaigns or similar initiatives). Timing your letters to align with these internal corporate pushes can double your visibility.

Quick Tip: Don’t forget the “P.S.” strategy. Even in standard fundraising appeals, include a postscript reminding donors: “Want to make your impact go further? Ask your HR department about payroll giving!”

Template 1: For Existing Donors With Known Eligibility

If you utilize a corporate giving database or have collected employer data from your donors, you can segment your list. This template is for supporters whom you know work for companies with payroll giving programs (like Apple, Google, or many federal agencies).

Subject: [Donor Name], a seamless way to support [Nonprofit Name]

Dear [Donor Name],

Thank you for being such a dedicated supporter of [Nonprofit Name]. Your recent gift of [Amount] has already helped us [Brief Impact Statement, e.g., provide 500 meals to local families].

We know you care deeply about our mission, and we want to make supporting it as easy as possible for you. That is why I wanted to highlight a fantastic benefit offered by your employer, [Company Name].

Our records show that [Company Name] offers a Payroll Giving program. This allows you to set up automatic donations directly from your paycheck.

Why consider payroll giving?

  • It’s Tax-Efficient: Donations are often deducted pre-tax, meaning a portion of the money that would have gone to taxes goes to our mission instead.
  • It’s Budget-Friendly: Spreading your contribution out over the year (e.g., $10 per paycheck) can be easier to manage than a single lump sum.
  • It’s Sustainable: Recurring support allows us to plan ahead and respond to crises faster.

How to enroll:

  1. Log in to your [Company Name] employee benefits or CSR portal.
  2. Search for [Nonprofit Name] or use our Tax ID: [Insert EIN].
  3. Select your deduction amount and frequency.

It takes just a few minutes to set up, but the impact lasts all year long.

Thank you for everything you do!

Sincerely,

[Your Name] [Your Title]

Template 2: For Existing Donors With Unknown Eligibility

For the majority of your database, you likely do not know where they work. This letter needs to be educational, explaining the concept of payroll giving and encouraging them to investigate their own benefits.

Subject: A smarter way to give to [Nonprofit Name]

Dear [Donor Name],

We are so grateful for your continued support of [Nonprofit Name]. Because of you, we are able to [Brief Impact Statement].

I’m writing today to share a way to support our cause that is easy on your wallet and huge for our mission: Payroll Giving.

What is it? Payroll giving allows you to donate a small amount from each paycheck directly to the charities you care about. It is “set it and forget it” philanthropy that provides us with the steady, reliable funding we need to keep our programs running.

Did you know? Over 6 million employees currently use payroll giving to support their favorite causes. Many find it is the most convenient way to give because the donations are automatic and often tax-deductible immediately.

Could you be eligible? Many companies offer this program but don’t widely advertise it. We encourage you to:

  • Check your employee handbook or HR portal.
  • Search for “Workplace Giving” or “Payroll Deductions.”
  • Ask your HR representative if you can donate to [Nonprofit Name] through payroll.

If you find that your company participates, please let us know! We would love to thank you properly and ensure your gifts are being routed correctly.

Thank you for helping us build a better future.

Best,

[Your Name] [Title]

Quick Tip: If your nonprofit is registered with major workplace giving platforms like Benevity, Blackbaud, or CyberGrants, mention this in your letter! It adds legitimacy and makes it easier for employees to find you.

Template 3: For Prospective Donors (Acquisition)

Payroll giving is an excellent tool for acquiring new donors who might not be ready to write a large check but are willing to commit to a small deduction from their salary. This letter is best used when you are invited to speak at a workplace or are included in a company’s charity catalog.

Subject: Make a difference, right from your paycheck

Dear [Company Name] Employee,

We are thrilled to be featured as a charity partner for [Company Name]’s workplace giving campaign!

At [Nonprofit Name], we are working hard to [Brief Mission Statement]. But we cannot do it alone. We rely on community members like you to power our work.

We know life is busy. That is why we are inviting you to support us through Payroll Giving.

By pledging just a few dollars from each paycheck—perhaps the cost of one cup of coffee—you can make a massive difference over the course of a year. Because these donations are automatic, you provide the sustainable foundation we need to [Specific Goal, e.g., keep the shelter open 24/7].

How to join us: Simply log into your [Company Name] giving portal, search for [Nonprofit Name], and select your payroll deduction amount.

  • $5 per paycheck provides [Impact Example, e.g., school supplies for one student].
  • $10 per paycheck provides [Impact Example, e.g., a week of hot meals].
  • $20 per paycheck provides [Impact Example, e.g., life-saving medication].

Together, small contributions add up to incredible change. Thank you for considering us as your charity of choice!

Sincerely,

[Your Name] [Title]

Template 4: Advocacy Tools for Ineligible Donors

What if a donor wants to give via payroll, but their company doesn’t have a program? Empower them to be an internal champion. Employees have significant influence over corporate culture, and HR departments are often looking for ways to improve employee engagement.

Subject: Help bring payroll giving to your workplace!

Dear [Donor Name],

Thank you for your interest in supporting [Nonprofit Name] through payroll giving! We understand that your current employer does not yet offer a workplace giving program.

However, that doesn’t mean the door is closed. Many companies start these programs specifically because employees ask for them. Research shows that workplace giving boosts employee morale and retention, making it a win-win for the company and the community.

If you feel comfortable, consider sending the note below to your HR director or CSR manager to express your interest.

Subject: Inquiry regarding workplace giving programs

Message:

Hi [HR Contact Name],

I recently made a donation to [Nonprofit Name], a cause I care deeply about. I learned that many companies in our industry offer “payroll giving” programs, where employees can authorize automatic charitable deductions from their paychecks.

Does our company currently offer anything like this? Or would we be open to exploring it?

It seems like a fantastic way to support employee engagement and help us give back to our local community easily. I would love to chat about how we might be able to implement something similar here.

Thanks,

[Employee Name]

Thank you for advocating for us!

Sincerely,

[Your Name]

Best Practices for Writing High-Converting Letters

To ensure your payroll giving letters drive actual results, keep these best practices in mind:

1. Emphasize the “Double Dip” (Matching Gifts)

Payroll giving and matching gifts are natural allies. Many companies that offer payroll deductions also match those donations. In your letters, remind donors: “Your payroll deduction could be doubled! Check if your employer offers a matching gift program to multiply your impact without spending an extra dime”.

2. Focus on “Small Steps, Big Impact”

The psychological barrier to giving $240 is high. The barrier to giving $10 per paycheck (twice a month) is low. Frame your ask around the smaller, manageable amount, but remind them of the cumulative impact.

3. Use Visuals and Buttons

If you are sending these via email, use a clear “Donate via Payroll” button that links to your “Ways to Give” page. Include a graphic showing how $10/paycheck adds up to a significant yearly contribution.

4. Highlight Tax Benefits

Always mention the potential for pre-tax giving. For financial-minded donors, the ability to lower their taxable income while supporting a cause is a major selling point.

5. Say Thank You

If a donor signs up, they are committing to you for the long haul. Ensure you have a system in place to thank them immediately, and then periodically (quarterly or annually) to report on the impact of their cumulative giving.

Wrapping Up & Next Steps

Payroll giving letters are a low-cost, high-reward tool in your fundraising arsenal. By educating your supporters about this convenient giving method, you can unlock a stream of sustainable, unrestricted revenue that allows your nonprofit to plan for the future with confidence.

Remember, you are not just asking for money; you are offering a service. You are giving donors a tax-efficient, hassle-free way to live out their values every single payday. Start drafting your payroll giving letters today, and build a foundation of recurring support that will sustain your mission for years to come.

Ready to maximize your corporate revenue? Double the Donation’s industry-leading database can help you identify payroll giving eligibility for thousands of companies. Request a personalized demo today to get started!

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Corporate Grant Letters: Templates to Secure More Funding

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Corporate grants represent a direct line of financial support from the business world to the social sector. Unlike loans or investments that expect financial returns, these grants are investments in community impact. However, unlocking these funds requires more than just a good mission statement; it requires strategic, persuasive, and professional corporate grant letters.

In this ultimate guide, we’ll explore the landscape of corporate grantmaking, identify the different types of funding available, and equip you with the templates and strategies needed to write appeals that get a “Yes.” Specifically, we’ll cover:

Writing effective corporate grant letters (whether as a formal Letter of Inquiry (LOI) or a full proposal cover letter) is the critical first step in securing these partnerships. And we’re here to help you do so with ease! Let’s begin.

What Are Corporate Grants?

Corporate grants for nonprofits are financial contributions made by businesses to nonprofit organizations. These grants are intended to support charitable programs, projects, or initiatives that align with a company’s values, community priorities, or social impact goals.

Unlike loans, corporate grants do not require repayment. Instead, they are typically awarded through a formalized application process. This process often begins with a letter or proposal that outlines how the funds will be used and how the outcomes will be reported.

Understanding the specific type of grant you are seeking is essential for drafting a successful letter. Most corporate grants fall into one of three categories:

1. Program Support Grants

These are funds designated for a specific initiative or project. For example, if you are a youth organization launching a new after-school coding workshop, you would apply for a program support grant. The funds are restricted to the costs associated with that specific project.

2. Capacity-Building Grants

These grants help nonprofits improve their internal infrastructure or capabilities. This might include funding to upgrade IT systems, invest in staff training, or expand service facilities. The goal is to help the nonprofit run more efficiently and sustainably.

3. General Operating Support Grants

These are flexible, unrestricted funds that allow a nonprofit to cover essential day-to-day expenses like staffing, rent, or utilities. Because they are not tied to a specific project, these grants are highly coveted for maintaining organizational stability.

Did You Know? Corporate grant funds are distributed through various channels. They may come from a company’s corporate foundation (a separate nonprofit arm), a dedicated Corporate Social Responsibility (CSR) department, or even local branches of national companies.

The Strategic Value of Corporate Partnerships

Writing corporate grant letters is about more than just asking for money; it is about proposing a mutually beneficial partnership. Understanding the value exchange is key to writing a compelling narrative.

For Nonprofits

The primary benefit is increased resources to support programs, staff, and infrastructure. However, the value extends beyond the check. Partnering with well-known corporate brands enhances a nonprofit’s credibility and visibility. It can also lead to expanded networks, opening doors to additional funding or volunteer partnerships down the road.

For Companies

While corporate giving is rooted in altruism, companies also benefit significantly. Supporting nonprofits enhances brand reputation and generates public goodwill. It strengthens employee engagement and retention, as employees prefer to work for socially responsible companies. Furthermore, it fosters deeper community ties in the areas where the company operates.

For Communities

Ultimately, corporate grants benefit the communities served. Corporate support leads to tangible outcomes: more meals served, more youth mentored, more families housed, and better access to healthcare. When nonprofits are well-funded, they are better equipped to drive long-term change.

Identifying the Right Corporate Partners

Before you draft your first corporate grant letter, you must identify companies whose philanthropic goals align with your mission. Sending a generic request to a company that does not support your cause is a waste of time.

Research Giving Priorities

Start by researching businesses that have a strong presence in your community or service area. Look for companies that support causes similar to yours. You can find this information on company websites, in their annual CSR reports, or by using philanthropy databases.

For example:

  • Bank of America focuses on workforce development and basic needs.
  • Google.org offers grants for technology-driven solutions in digital equity and climate action.
  • SC Johnson supports sustainability, education, and health.
  • Verizon awards grants for digital inclusion and STEM education.

Verify Guidelines

Once you have identified a potential partner, verify their specific giving guidelines. Check if they offer the type of grant you need (cash vs. product). Confirm eligibility requirements, such as 501(c)(3) status or geographic restrictions. Also, pay close attention to application deadlines and cycles.

Quick Tip: Prioritize companies where you already have a connection. Check your donor database to see if any current donors, volunteers, or board of directors members work for the company. An internal champion can help ensure your letter gets read by the right person.

Template 1: The Letter of Inquiry (LOI)

Many corporations require a brief Letter of Inquiry (LOI) before accepting a full proposal. This letter is your “elevator pitch.” It should be concise, compelling, and designed to generate interest.

Subject: Inquiry: Partnership Opportunity regarding [Project Name]

Dear [Name of CSR Director or Foundation Officer],

I am writing to you on behalf of [Nonprofit Name] to introduce our organization and inquire about the possibility of submitting a proposal for [Company Name]’s corporate grant program. We admire [Company Name]’s commitment to [mention specific focus area, e.g., STEM education or environmental sustainability], which aligns closely with our mission to [Brief Mission Statement].

At [Nonprofit Name], we have served the [City/Region] community for [Number] years. Last year alone, we [Key Achievement, e.g., provided 10,000 meals to families facing food insecurity].

We are currently seeking funding for our upcoming [Project Name]. This initiative addresses [Specific Problem] by [Specific Solution]. We believe this project resonates with [Company Name]’s goal of [Company Goal].

Our preliminary budget for this project is [Amount], and we are seeking a grant of [Requested Amount].

We would welcome the opportunity to submit a full proposal detailing how this partnership could drive measurable impact for our community. Thank you for your time and consideration.

Sincerely,

[Your Name]
[Your Title]

[Nonprofit Name]
[Website URL]

Template 2: Requesting Program Support

Use this template when you are submitting a formal request for a specific project. This letter should focus heavily on the impact and outcomes of the program.

Subject: Grant Request: Supporting [Program Name] in [City]

Dear [Name of Contact],

[Nonprofit Name] is dedicated to [Brief Mission Statement]. I am writing to request a grant of [Amount] from [Company Name] to support our [Program Name], an initiative designed to [Brief Description of Program Purpose].

We know that [Company Name] values [Value, e.g., youth development], and we believe [Program Name] offers a unique opportunity to advance that shared goal.

The Need: Currently, [Statistic or Description of Problem, e.g., 40% of local third graders are reading below grade level]. This gap creates long-term challenges for our community’s growth and workforce development.

Our Solution: [Program Name] provides [Specific Service, e.g., one-on-one literacy tutoring for 200 students]. Our evidence-based approach ensures that participants receive the support they need to succeed.

Anticipated Impact: With a grant of [Amount], we will be able to:

  • [Deliverable 1, e.g., Purchase curriculum materials for 5 classrooms]
  • [Deliverable 2, e.g., Train 50 volunteer tutors]
  • [Deliverable 3, e.g., Improve reading scores by 15% in one year]

We are eager to partner with [Company Name] to create lasting change. I have attached our full proposal, budget, and IRS determination letter for your review.

Thank you for your leadership in our community.

Sincerely,

[Your Name] [Your Title]

Template 3: Requesting General Operating Support

General operating grants are harder to secure but vital for sustainability. When writing this letter, focus on your organization’s overall efficacy and track record.

Subject: Investing in the Future of [Nonprofit Name]

Dear [Name of Contact],

Since [Year], [Nonprofit Name] has been a cornerstone of support for the [Community Name] area. Our mission to [Mission] has driven us to serve thousands of individuals, ensuring that [Outcome, e.g., no neighbor goes hungry].

I am writing to request a General Operating Support grant of [Amount] from [Company Name]. This investment will ensure that [Nonprofit Name] maintains the essential infrastructure required to deliver our high-quality programs effectively and sustainably.

General operating funds allow us to:

  • Retain the skilled staff who deliver our services.
  • Maintain the facilities where our community gathers.
  • Remain agile enough to respond to emerging community needs.

We know that [Company Name] prioritizes efficient, impactful philanthropy. By supporting our core operations, you are investing in the stability and longevity of a proven community resource.

Thank you for considering an investment in our organizational health.

Best regards,

[Your Name]
[Your Title]

Template 4: Requesting Capacity-Building Funds

Use this template when you need funds to grow, upgrade technology, or improve internal systems. Frame this as an investment in efficiency and future scale.

Subject: Capacity Building Request: Scaling Impact at [Nonprofit Name]

Dear [Name of Contact],

At [Nonprofit Name], we are proud of the impact we have achieved with our current resources. However, to meet the growing demand for our services, we must evolve.

I am writing to request a Capacity-Building grant of [Amount] from [Company Name] to support [Specific Initiative, e.g., a complete upgrade of our donor management software].

Currently, our team relies on [Old System/Process], which limits our ability to [limitation, e.g., track client outcomes effectively].

The Investment: Funding for this upgrade will allow us to:

  • [Improvement 1, e.g., Automate administrative tasks, saving 10 hours per week]
  • [Improvement 2, e.g., Improve data reporting to better measure success]
  • [Improvement 3, e.g., Scale our services to reach 20% more beneficiaries]

This grant is not just about buying software; it is about building a more efficient, data-driven organization capable of serving our community for decades to come.

We believe [Company Name] understands the value of operational excellence. We would be honored to partner with you on this transformative step for our nonprofit.

Sincerely,

[Your Name]
[Your Title]

Closing the Loop: Grant Acknowledgment Templates

Securing the grant is a victory, but the work doesn’t stop there. Prompt, sincere acknowledgment is the first step in stewardship. If you want a renewal next year, you must say thank you today.

Option 1: Formal Thank You Letter

Subject: Thank You for Your Generous Grant to [Nonprofit Name]

Dear [Name],

On behalf of the Board of Directors and the entire team at [Nonprofit Name], I write to express our deepest gratitude for [Company Name]’s grant of [Amount].

We are thrilled to partner with you. This funding will be immediately applied to [Project Name], allowing us to [Specific Impact]. Your commitment to [Cause] is making a tangible difference in the lives of those we serve.

We look forward to keeping you updated on the progress of this initiative. Thank you for believing in our mission.

With gratitude,

[Your Name]

Option 2: Impact-Focused Update

Subject: Your Impact in Action: Update from [Nonprofit Name]

Dear [Name],

Thank you again for [Company Name]’s generous support of our [Project Name]. Because of your grant, we have already been able to [Milestone, e.g., purchase the new supplies].

This contribution means that [Beneficiary Story or Metric, e.g., 50 children started school this week with full backpacks]. We could not have done this without you.

We are proud to list [Company Name] as a partner in our work.

Sincerely,

[Your Name]

Best Practices for Grant Writing Success

To ensure your corporate grant letters stand out in a crowded inbox, follow these best practices derived from successful fundraising strategies.

1. Tailor Your Message

Never copy and paste a generic proposal. Tailor your letter to the company’s specific interests and language. If their CSR report talks about “sustainability,” use that word. If they focus on “innovation,” highlight your most innovative programs.

2. Be Specific and Measurable

Corporate funders are driven by ROI (Return on Investment). Be clear and concise with your goals. Don’t just ask for support; explain the measurable outcomes.

  • Weak: “We need funds to help children.”
  • Strong: “A grant of $10,000 will provide literacy tutoring for 50 at-risk students for one academic year”.

3. Demonstrate Mutual Benefit

Show how the partnership benefits the company. Whether it is brand visibility, employee engagement opportunities, or alignment with their corporate values, make the shared value proposition clear.

4. Track and Follow Up

Don’t just hit send and disappear. Create a tracking system to monitor submission dates and follow-up deadlines. If you haven’t heard back in 2-3 weeks, send a polite follow-up email. If a request is denied, ask for feedback to improve your next proposal.

Quick Tip: Don’t forget to attach required documentation! Most corporate grants require your IRS 501(c)(3) letter, a budget, and a project description. Ensure these are updated and ready to go.

Wrapping Up & Next Steps

Corporate grant letters are powerful tools for unlocking the capital your nonprofit needs to grow. By understanding the types of grants available, identifying the right partners, and crafting professional, impact-driven appeals, you can build a diversified funding strategy that sustains your mission for years to come.

Remember, corporate philanthropy is a relationship business. Be professional, be persistent, and always focus on the impact you can achieve together.

Ready to uncover more opportunities? Finding the right corporate partners can be the most time-consuming part of the process. Double the Donation’s corporate giving database simplifies this by providing a centralized resource for corporate grant information and more. Request a demo today to see how they can help!

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Corporate In-Kind Donation Letters: Free Templates

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Every nonprofit leader knows the feeling of staring at a budget that just doesn’t stretch far enough. You have ambitious goals and a team ready to execute them, but the funds required for new software, event supplies, or professional services simply aren’t there. However, savvy fundraisers know there is another way to secure the resources they need without spending a dime. And well-written corporate in-kind donation letters can help you get there!

Corporate in-kind donations are one of the most valuable, yet overlooked, forms of philanthropy. Instead of writing a check, companies donate their products, services, or expertise directly to your cause. From a law firm providing pro bono counsel to a local bakery supplying refreshments for your gala, these contributions free up your liquid capital for other critical needs.

However, securing these gifts requires a different approach than standard fundraising. In this guide, we’ll explore the strategy behind corporate in-kind donation letters and provide you with the templates you need to turn local businesses into long-term partners.

A smart in-kind donation strategy can bring your nonprofit’s operations to the next level. Let’s get started with the basics.

What Are Corporate In-Kind Donations?

Before drafting your letters, it is essential to define exactly what you are asking for. In-kind giving refers to the donation of goods, services, or resources instead of cash. In a corporate context, this occurs when a company leverages its own assets (such as its inventory, staff time, or physical footprint) to support a nonprofit organization.

These contributions generally fall into three main categories:

1. Tangible Products

This is the most common form of in-kind giving. Companies donate physical items that they manufacture or sell. Examples include:

  • Office Supplies: Furniture, paper, or computers to keep your operations running.
  • Event Goods: Food, beverages, or auction items like gift baskets.
  • Program Materials: Clothing, hygiene kits, or educational supplies like art tools or books.

2. Professional Services

Services are often the most high-value in-kind gifts. This involves employees using their professional talents to help a nonprofit during work hours. Examples include:

  • Marketing: A local agency designing your annual report or managing your social media.
  • Legal & Financial: A firm providing pro bono legal counsel or accounting services.
  • IT & Strategy: Tech companies offering web development or consulting firms helping with strategic planning.

3. Space and Facilities

Real estate is expensive. Companies can support you by offering free or reduced-cost access to their physical assets. Examples include:

  • Meeting Space: Using a corporate boardroom for your monthly board of directors meetings.
  • Event Venues: Hosting a gala in a hotel ballroom or corporate auditorium.
  • Storage: Utilizing warehouse space for your inventory or supplies.

Did You Know? In-kind support can sometimes be more valuable than a financial grant. It helps nonprofits access expertise, technology, and tools they might not otherwise be able to afford, effectively “saving” money that can be redirected to direct services.

The Strategic Value of Non-Cash Giving

Why should you spend time writing corporate in-kind donation letters when you could be asking for cash? Because in-kind giving is a gateway to deeper corporate engagement.

For Your Nonprofit

The benefits extend beyond the item itself. Securing in-kind donations for nonprofits allows you to allocate your limited cash budget to expenses that cannot be donated, like salaries and utilities. Furthermore, using a company’s product or service builds a relationship. A company that donates laptops today is more likely to sponsor your tech education program tomorrow.

For the Corporate Partner

Companies are eager to give in-kind gifts because it is often easier for them than giving cash. Donating inventory or utilizing staff time aligns with their existing operations. It enhances their brand reputation, boosts employee morale, and demonstrates a commitment to the community where they operate.

Preparing Your In-Kind Donation Ask: The Research Phase

Sending a generic letter to “To Whom It May Concern” is a waste of time. To ensure your corporate in-kind donation letters land on the right desk and receive a “yes,” you must do your homework first.

1. Identify the Right Opportunities

Start by looking for companies whose business model aligns with your specific needs.

  • Need art supplies? Look at Crayola, which donates large volumes of materials to schools and youth programs.
  • Need hotel stays for a silent auction? Look at Marriott, which frequently donates stays and meeting space.
  • Need technology? Cisco and Verizon have robust programs for donating hardware and internet access solutions.
  • Need items for a raffle? Big Lots and Target are known for donating merchandise and gift cards to local nonprofits.

2. Verify Guidelines

Once you have a target, dig into the details. Every company has specific eligibility criteria. You need to know if they accept unsolicited requests, if you must be a 501(c)(3), and what their application deadlines are.

3. Find a Connection

The most effective letter is one that follows a warm introduction. Prioritize companies where you already have a connection. Check if any of your current donors, volunteers, or board members work for the company. An internal champion can fast-track your proposal.

Template 1: The Product Donation Request

This template is ideal for requesting tangible goods from retailers, manufacturers, or local businesses. It focuses on the specific utility of the item and the impact it will have.

Subject: Donation Request: Supporting [Program Name] in [City]

Dear [Name of Store Manager or CSR Director],

My name is [Your Name] and I am the [Title] at [Nonprofit Name]. We are a local nonprofit dedicated to [Brief Mission Statement, e.g., providing after-school arts education to at-risk youth].

I am reaching out because we admire [Company Name]’s commitment to our community, specifically your support of [mention a specific value or initiative, e.g., youth creativity or education].

We are currently preparing for our [Event Name or Program Cycle], which serves over [Number] local children. To ensure every child has the tools they need to succeed, we are seeking in-kind contributions of [Specific Item Needed, e.g., art supplies, snacks, or winter coats].

Specifically, a donation of [Quantity] [Item] would allow us to:

  • [Impact 1: e.g., Provide a full semester of art classes for 50 students]
  • [Impact 2: e.g., Direct our limited budget toward hiring expert teachers]

In-kind donations allow us to focus our financial resources on direct service delivery. In recognition of your generosity, we would be delighted to acknowledge [Company Name] on our social media channels and in our program materials.

I have attached our 501(c)(3) determination letter for your records. Thank you for considering this request and for helping us build a brighter future for our community.

Sincerely,

[Your Name] [Your Title] [Nonprofit Name] [Phone Number]

Quick Tip: Be specific about quantities. A request for “some snacks” is easily ignored. A request for “500 granola bars for our 5K run” gives the company a clear box to check.

Template 2: The Professional Services Request

Use this template when you need expertise, whether that’s marketing, legal, IT, or consulting. This in-kind donation letter appeals to the company’s desire to use its skills for good.

Subject: Partnership Opportunity: Pro Bono Support for [Nonprofit Name]

Dear [Name of Partner or Agency Head],

I am writing to you on behalf of [Nonprofit Name] to explore a potential pro bono partnership. We have long admired [Company Name]’s reputation for excellence in the field of [Industry, e.g., digital marketing or employment law].

At [Nonprofit Name], our mission is to [Brief Mission]. Over the past year, we have [Brief Achievement]. However, to take our impact to the next level, we identified a critical need for professional guidance in [Area of Need].

We are seeking in-kind support in the form of [Specific Service, e.g., a website audit, logo redesign, or strategic planning session].

By partnering with us on this project, [Company Name] would:

  • Enable us to reach [Number] more beneficiaries by improving our efficiency.
  • Provide your team with a meaningful skills-based volunteering opportunity.
  • Demonstrate your company’s commitment to [Cause] in our region.

We understand that your time is billable and valuable. We are committed to being respectful of your team’s schedule and have a clear scope of work prepared.

Would you be open to a brief 10-minute call to discuss if this might be a good fit for your CSR goals?

Thank you for your time and leadership.

Best regards,

[Your Name] [Your Title] [Nonprofit Name]

Template 3: The Event Support Proposal

Events require a multitude of resources, from venues to auction items. This template is designed to secure the “extras” that make an event successful without breaking the budget.

Subject: Sponsorship Opportunity: [Event Name] & [Company Name]

Dear [Name],

On [Date], [Nonprofit Name] will host our annual [Event Name] at [Location]. This event brings together [Number] of our community’s most dedicated leaders to raise funds for [Mission/Cause].

To maximize the funds raised for our mission, we strive to keep our overhead costs as low as possible. We invite [Company Name] to partner with us by providing an in-kind donation of [Service/Item, e.g., floral centerpieces, printing services, or a silent auction item].

Your contribution of [Item] would help us:

  • Create a memorable experience for our donors.
  • Direct more dollars straight to our [Program Name].
  • Showcase your brand to our audience of [Number] attendees.

In exchange for your in-kind sponsorship, we will provide logo placement on event signage, verbal recognition during the program, and social media shout-outs to our [Number] followers.

I have attached a form detailing the specific delivery needs. Thank you for considering supporting our work!

Sincerely,

[Your Name] [Your Title] [Nonprofit Name]

Did You Know? Companies like Google and Microsoft offer massive in-kind donation programs for technology. Google for Nonprofits provides free ad credits and Workspace tools, while Microsoft focuses on accessible technology and legal services.

Template 4: The Board Member Introduction

The most powerful letter is one that comes from a peer. Use this template for your board members to send to their personal contacts at target companies.

Subject: Connecting [Company Name] with [Nonprofit Name]

Hi [Name of Contact],

I hope you are doing well!

As you may know, I am currently serving on the board of [Nonprofit Name]. This organization does incredible work to [Brief Mission], and I have seen firsthand the impact they have on our community.

I am writing because [Nonprofit Name] has a specific need that I think [Company Name] is uniquely positioned to help with. We are currently looking for in-kind support for [Project/Need], specifically [Items/Services].

Given [Company Name]’s expertise in this area, I thought this could be a great partnership opportunity. It would be a fantastic way for the company to give back and get some great visibility in the community.

Would you be open to introducing me to the person who handles community giving or CSR?

Let me know what you think!

Best,

[Your Name]

Closing the Loop: Thank You Letter Templates

Securing the donation is just the beginning. To turn a one-time donor into a long-term partner, you must steward the relationship. A prompt, specific thank-you letter is non-negotiable.

Option 1: For a Product Donation

Subject: Thank You! Your donation is making a difference.

Dear [Name],

Thank you so much for [Company Name]’s generous donation of [Items] to [Nonprofit Name].

Your contribution has solved a major logistical challenge for us. By providing [Items], you have allowed us to focus our financial resources directly on our programs rather than overhead costs.

We are proud to partner with a company that cares so deeply about our community. We will send you photos of the items in use shortly!

Sincerely,

[Your Name]

Option 2: For Professional Services

Subject: Thank you for your expertise!

Dear [Name],

On behalf of the entire team at [Nonprofit Name], I want to express our deepest gratitude for the pro bono [Service] provided by [Company Name].

The expertise your team shared with us was invaluable. Because of your guidance on [Project], we are now better equipped to [Outcome, e.g., reach more donors/serve more clients]. We simply could not have achieved this without you.

Thank you for believing in our mission.

With gratitude,

[Your Name]

Best Practices for Writing Winning Requests

To ensure your corporate in-kind donation letters are effective, keep these best practices in mind:

1. Be Specific

Vague requests get vague answers. Don’t ask for “help.” Ask for “10 laptops,” “venue space for 50 people,” or “20 hours of legal consulting.” Being specific helps the company understand exactly what is required and determine if they can fulfill it.

2. Demonstrate Impact

Connect the item to the outcome. Don’t just ask for office chairs; explain that “new seating will allow our volunteer crisis counselors to work longer shifts comfortably.” Show the company that their old assets can have a new life as a tool for good.

3. Track and Follow Up

Don’t hit send and disappear. Create a simple tracking system for your requests. If you haven’t heard back in 2-3 weeks, send a polite follow-up email. Sometimes a request is lost in an inbox, and a gentle nudge is all that is needed.

4. Align Values

Ensure your request makes sense for the company. Read their mission statement. If they focus on sustainability, ask for eco-friendly products. If they focus on education, ask for school supplies. Alignment drives approval.

Wrapping Up & Next Steps

Corporate in-kind donation letters are more than just requests for free stuff; they are invitations to collaborate on solving meaningful problems. By understanding the different types of in-kind support, researching your prospects, and crafting professional, impact-driven letters, you can unlock a sustainable source of resources for your nonprofit.

Remember, every connection you make is a chance to build trust. Be professional, be specific, and always focus on the shared value you create together.

Ready to find more opportunities? Double the Donation’s corporate giving database simplifies the process by providing a centralized resource for in-kind donation information and more. Request a demo today to see how they can help you identify thousands of potential corporate partners in seconds.

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Corporate Sponsorship Letters: Templates for Partnerships

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Securing sustainable funding is the constant challenge of every nonprofit leader. While individual donors form the backbone of your support, there is a limit to how much you can rely on the same pockets year after year. To truly scale your impact, upgrade your facilities, or launch ambitious new programs, you need to tap into a different reservoir of resources: the corporate sector. And corporate sponsorship letters provide the perfect opportunity to do so.

Corporate sponsorships, whether in the form of financial grants or in-kind donations, represent a massive opportunity for growth. However, these partnerships rarely happen by accident. They start with a conversation, and more often than not, that conversation begins with a letter.

In this ultimate guide, we will break down the essential elements of a winning sponsorship request, provide strategies to identify the right prospects, and equip you with copy-and-paste templates to start securing funding today.

Writing effective corporate sponsorship letters is an art form. It requires balancing your need for support with a clear value proposition for the company. It involves moving beyond a simple “please donate” to a strategic “let’s partner.” Let’s dive in to find out how you can get started.

What Are Corporate Sponsorships?

Before drafting your corporate sponsorship letters, it is vital to understand exactly what you are asking for. In the nonprofit world, corporate sponsorship is a broad term that generally covers two distinct types of support: Corporate Grants and In-Kind Giving.

Corporate Grants

Corporate grants are financial contributions made by businesses to nonprofit organizations. Unlike a loan, these funds do not need to be repaid. Instead, they are an investment in the community. These grants are typically intended to support charitable programs, projects, or initiatives that align with a company’s values and social impact goals.

When writing a letter for a grant, you are usually asking for one of three things:

  • Program Support: Funds designated for a specific initiative, like a literacy workshop or a food pantry expansion.
  • Capacity-Building: Investments to help your nonprofit improve its infrastructure, such as IT upgrades or staff training.
  • General Operating Support: Flexible funds that cover essential day-to-day expenses like rent and salaries.

In-Kind Giving

In-kind giving refers to the donation of goods, services, or resources instead of cash. This occurs when a company leverages its own assets to support your mission.

Your letters for in-kind support might request:

  • Products: Office supplies, food for events, or educational materials.
  • Professional Services: Pro bono marketing, legal counsel, or strategic planning provided by employees.
  • Space and Facilities: Free use of meeting rooms, event venues, or warehousing space.

Did You Know? In-kind support can be just as valuable as cash. By securing donated goods or services, your nonprofit saves money it would have otherwise spent, allowing you to reallocate those funds to other critical mission areas.

The Strategy Before the Letter

Sending a generic letter to “To Whom It May Concern” is a recipe for the recycling bin. To ensure your corporate sponsorship letters land on the right desk and receive a positive response, you must do your homework first.

1. Identify the Right Prospects

The first step is finding companies whose giving priorities align with your mission. Start by researching businesses that have a strong presence in your community or support causes similar to yours.

Look for companies that have established grant programs or in-kind donation initiatives. You can find this information by reviewing company websites, checking their Corporate Social Responsibility (CSR) reports, or using philanthropy databases like Double the Donation.

2. Leverage Your Network

The most effective letter is one that follows a warm introduction. Prioritize companies where you already have a connection. Review your donor database to see where your current supporters, volunteers, or board members work. An employee can often tell you exactly who to address the letter to, or even hand-deliver it for you.

3. Verify Giving Guidelines

Once you have identified a potential partner, dig into their specific giving guidelines. Each company has its own application timeline, eligibility criteria, and preferred method of contact.

Before writing, confirm:

  • Eligibility: Do they require you to be a 501(c)(3)? Do they serve your specific geographic region?.
  • Deadlines: Are applications rolling, or is there a specific annual window?.
  • Preferences: Do they prefer cash grants or product donations?.

Quick Tip: Don’t just ask for support; demonstrate impact. Companies want to know how the partnership will benefit both parties. Be prepared to show how their sponsorship will enhance their brand reputation, engage their employees, or strengthen their community ties.

Template 1: The Corporate Grant Request

This template is designed for a formal request for financial funding. Use this when applying for program support or community grants.

Subject: Partnership Opportunity: [Project Name] & [Company Name]

Dear [Name of CSR Director or Contact Person],

I am writing to you on behalf of [Nonprofit Name] to invite [Company Name] to partner with us in making a difference in the [Community Name] community. We have long admired [Company Name]’s commitment to [mention a specific value or recent initiative of the company, e.g., sustainability or youth education].

At [Nonprofit Name], our mission is to [Brief Mission Statement]. Over the past year, we have served [Number] individuals and [mention a key achievement]. However, the demand for our services continues to grow.

We are currently seeking a corporate grant of [Amount] to support our [Name of Specific Program]. This program is designed to [briefly describe what the program does and the problem it solves].

With [Company Name]’s support, we will be able to:

  • [Impact Metric 1, e.g., Provide 500 meals to families in need]
  • [Impact Metric 2, e.g., Purchase new textbooks for 3 classrooms]
  • [Impact Metric 3, e.g., Train 20 new volunteer mentors]

We believe this partnership aligns perfectly with your goal of [mention company goal]. In recognition of your generosity, we would be honored to feature [Company Name] in our [Newsletter/Website/Annual Report], highlighting your dedication to our community.

I have attached our [Project Proposal/Budget/501(c)(3) Letter] for your review. I would welcome the opportunity to discuss this proposal further.

Thank you for your time and for considering this request.

Sincerely,

[Your Name] [Your Title] [Nonprofit Name] [Phone Number] [Email Address]

Template 2: The In-Kind Donation Request

Use this template when you need tangible goods or professional services rather than cash. This is often successful with local retailers, tech companies, or service providers.

Subject: Donation Request: Supporting [Cause] in [City]

Dear [Name of Store Manager or Contact],

My name is [Your Name] and I am the [Title] at [Nonprofit Name]. We are a local nonprofit dedicated to [Brief Mission Statement].

I am reaching out because we are currently organizing [Event Name or Project Name] scheduled for [Date]. To make this initiative a success, we are seeking in-kind contributions of [Specific Item or Service Needed, e.g., laptops, office furniture, or catering services].

Knowing [Company Name]’s reputation for quality and community support, we thought you would be the perfect partner for this endeavor.

Specifically, we are requesting:

  • [Item 1 and Quantity]
  • [Item 2 and Quantity]

These items will be used to [explain exactly how the items will be used, e.g., update our computer lab to help 50 students learn coding].

In-kind donations allow us to direct our limited financial resources straight to our programs, maximizing the impact of every dollar we raise. In exchange for your contribution, we would be delighted to acknowledge [Company Name] on our social media channels and event signage.

Thank you for considering supporting our work. I will follow up next week to see if you have any questions.

Best regards,

[Your Name] [Your Title] [Nonprofit Name]

Did You Know? Companies like Home Depot and Cisco have specific product grant programs. Home Depot provides product donations for community renovation projects, while Cisco offers networking equipment and software to nonprofits.

Template 3: The Event Sponsorship Proposal

Events are a classic sponsorship opportunity because they offer high visibility for the corporate partner. Use this letter for galas, walk-a-thons, or charity auctions.

Subject: Sponsorship Opportunity: [Event Name]

Dear [Name],

On [Date], [Nonprofit Name] will host our annual [Event Name] at [Location]. This event brings together [Number] of our community’s most dedicated leaders and supporters to raise funds for [Mission/Cause].

We invite [Company Name] to join us as a corporate sponsor for this exciting event.

We know that [Company Name] values [mention value, e.g., community wellness], and we believe this event offers a unique platform to demonstrate that commitment to a highly engaged audience.

Sponsorship Benefits Include:

  • Logo placement on all event marketing materials and signage.
  • Verbal recognition during the event program.
  • [Number] complimentary tickets for your team.
  • Social media shout-outs to our [Number] followers.

We have several sponsorship levels available, ranging from [Lowest Amount] to [Highest Amount]. I have attached a full sponsorship packet detailing the benefits of each tier.

Your support will directly fund [Specific Impact, e.g., cancer research/scholarships]. We would be thrilled to have [Company Name] represented at [Event Name].

I look forward to hearing from you soon.

Sincerely,

[Your Name] [Your Title] [Nonprofit Name]

Template 4: The “Warm Intro” Letter

This template is for your board members or volunteers to send to their own employers or contacts. It is less formal and relies on the personal relationship to open the door.

Subject: Connecting [Company Name] with [Nonprofit Name]

Hi [Name of Contact],

I hope you are doing well!

As you may know, I am currently [volunteering with/serving on the board of] [Nonprofit Name]. This organization does incredible work to [Brief Mission], and I have seen firsthand the impact they have on our community.

I am writing because I see a lot of alignment between [Company Name]’s values and [Nonprofit Name]’s mission. I know we are always looking for meaningful ways to support the community, and I think a partnership here could be really powerful.

[Nonprofit Name] is currently seeking corporate sponsors for [Project/Event], and I thought of [Company Name] immediately.

Would you be open to a brief introduction to [Name of Development Director], their Director of Development? I know they would love to share more about the upcoming initiative and see if there is a fit.

Let me know what you think!

Best,

[Your Name]

Closing the Loop: Thank You Templates

Securing the sponsorship is just the beginning. To turn a one-time donor into a long-term partner, you must steward the relationship. A prompt, specific thank-you letter is non-negotiable.

Option 1: For a Financial Grant

Subject: Thank you for supporting [Nonprofit Name]!

Dear [Name],

On behalf of the entire team at [Nonprofit Name], I want to express our deepest gratitude for [Company Name]’s generous grant of [Amount].

Your support comes at a critical time. Because of your contribution, we will be able to [Specific Action, e.g., launch our summer reading program for 200 children]. This investment in our community will have a lasting ripple effect.

We will keep you updated on the progress of the program and look forward to sharing the success stories that your funding has made possible.

Thank you for believing in our mission.

With gratitude,

[Your Name]

Option 2: For an In-Kind Donation

Subject: Thank You! Your donation is making a difference.

Dear [Name],

Thank you so much for [Company Name]’s donation of [Items] to [Nonprofit Name].

Your contribution has solved a major logistical challenge for us. By providing [Items], you have allowed us to focus our financial resources directly on our programs rather than overhead costs. [Optional: Insert a photo of the items in use].

We are proud to partner with a company that cares so deeply about our community.

Sincerely,

[Your Name]

Best Practices for Writing Winning Letters

Even with the best templates, you need to refine your approach to stand out. Corporate officers read hundreds of requests; here is how to make yours stick.

1. Tailor Your Message

Never copy and paste without customization. Tailor your letter to the company’s specific interests and language. If their website talks about “sustainability,” use that word. If they focus on “innovation,” highlight your most innovative programs.

2. Be Specific and Measurable

Vague requests get vague answers. Be clear and concise with measurable goals. Don’t just ask for money; tell them exactly what that money will buy.

  • Weak: “We need funds for our shelter.”
  • Strong: “A grant of $5,000 will provide veterinary care for 50 rescue animals.”

3. Demonstrate Mutual Benefit

Show how the partnership benefits the company. Whether it is brand visibility, employee engagement opportunities, or access to a new audience, make the “return on investment” clear.

4. Track and Follow Up

After submitting your letter, don’t just wait and hope. Create a tracking system to monitor submission dates and follow-up deadlines. If you haven’t heard back in 2-3 weeks, send a polite follow-up email reiterating your interest and offering to provide more information.

Quick Tip: If a request is denied, ask for feedback! Use it to refine your proposal for next year. A “no” today is often just a “not right now.”

Wrapping Up & Next Steps

Corporate sponsorship letters are more than just requests for money; they are invitations to collaborate on solving meaningful problems. By understanding the difference between grants and in-kind donations for nonprofits, researching your prospects, and crafting professional, impact-driven letters, you can unlock a sustainable source of support for your nonprofit.

Remember, every connection you make is a chance to build trust. Be professional, be persistent, and always focus on the shared value you create together.

Ready to find more opportunities? Identifying the right corporate partners can be the hardest part of the process. Luckily, Double the Donation’s database simplifies this by providing a centralized resource for corporate giving information. Request a demo today to see how we can help you identify thousands of potential corporate partners in seconds.

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Promoting Matching Gifts FAQ: Strategies to Drive Workplace Giving Revenue

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The biggest obstacle standing between nonprofits and increased revenue is rarely donor unwillingness. Instead, it is often a simple lack of awareness regarding matching gift eligibility. If your supporters do not know these programs exist, they cannot participate, leaving significant funding unclaimed.

In this guide, we will outline an omnichannel marketing approach designed to close this gap. From optimizing your website to launching targeted email campaigns, we will demonstrate how to leverage fundraising software and donor stewardship to turn passive donors into active workplace giving participants.

1. How can my nonprofit promote matching gifts to donors?

You can promote matching gifts through an omnichannel marketing strategy. This involves the following:

  • Email outreach is a vital component of online fundraising, with multiple ways to engage supporters. Your nonprofit can send digital newsletters, thank-you emails, and dedicated match emails or follow-ups. These follow-up emails can include information targeted for each donor, providing company-specific details regarding the next steps and submission forms. This can help nudge eligible donors to submit matching gift requests to their employer and double their donation’s impact.
  • Your nonprofit’s website is the centralized hub for all information regarding your cause and how to get involved. Create a dedicated matching gift page to give donors a centralized resource to learn about matching gifts. Incorporate matching gift statistics or annual matching gift figures. Embed a matching gift database to make it easier for donors to check their eligibility.
  • Social media platforms are powerful tools for fundraising pushes and engagement opportunities⁠. Incorporate eye-catching graphics with short and sweet captions, hashtags, and more. Then, link to the dedicated matching gift page on your site from these posts so donors can learn more.
  • Market matching gifts directly within your donation process. Contextualize your request for employer data as a means of determining match eligibility status. Then, highlight matching gift eligibility on your donation confirmation screen. Using a matching gift tool to provide automated insights based on the employer a donor selected on the previous page streamlines this process. With a dedicated tool, you can give donors access to company specific insights, like minimum and maximum donation amounts, match ratios, qualifying nonprofits, employee types, and direct links to online submission forms.

2. Where should nonprofits place matching gift information on their website?

Key placements include donation forms, pop-ups, thank-you screens, dedicated matching gift pages, and your donation process. Embedding a fundraising search tool like Double the Donation can help you improve the visibility of matching gift information. By integrating effective automation software and providing step-by-step instructions, you can encourage donor submissions and maximize workplace giving revenue.

3. How can my nonprofit use email campaigns to boost matching gift submissions?

To boost matching gift submissions, your nonprofit can:

  • Send automated emails and matching gift promotions to donors immediately after they make their donation. Ensure that your outreach includes instructions and a link to search for eligibility via a fundraising tool like Double the Donation.
  • Follow up with reminders for donors who haven’t submitted.
  • Segment campaigns for high-value donors or company-specific matches.

This allows you to re-engage supporters while their donation is fresh and giving momentum remains high.

 

How your nonprofit can use email campaigns to boost matching gift submissions

How your nonprofit can use email campaigns to boost matching gift submissions

 

4. How can my nonprofit combine matching gifts with volunteer programs?

The most effective way to combine these programs is to treat a donor’s employment information as a “multi-purpose key.” Many corporations bundle their corporate social responsibility (CSR) initiatives, meaning a company that offers matching gifts is highly likely to also offer corporate volunteer grants or paid volunteer time off (PVTO).

Therefore, the strategy begins with data collection. When a supporter provides their employer’s name (whether during a donation checkout or a volunteer registration) you should not limit your screening to just one type of opportunity. Instead, you should ensure that you check for every available program that the company offers.

Here is how to turn that data into a cohesive strategy:

  • Comprehensive screening: When you capture a company name (e.g., “Microsoft”), use your fundraising software to query the database for all workplace giving programs. You will often find that the same company offering a 1:1 donation match also offers a monetary grant (e.g., $25 per hour) for time spent volunteering.
  • Cross-pollinated outreach: Once you know a supporter works for a company with a volunteer grant program, you can target your subsequent outreach specifically to them. instead of sending a generic “Come Volunteer” email, you can send a targeted message: “Did you know [Company Name] will donate to us if you volunteer 10 hours this month?”
  • Unified promotion: Specialized fundraising tools, like Double the Donation, allow you to promote these opportunities simultaneously. After a donor makes a gift, the automated follow-up can highlight their matching gift eligibility and inform them about available volunteer grants, effectively doubling the potential engagement points from a single interaction.

By validating all available programs upfront, you ensure that you are maximizing the revenue potential of every corporate partnership in your database.

5. How can my nonprofit use storytelling to increase matching gift submissions?

Effective storytelling bridges the gap between a corporate policy and a human impact. To drive submissions, you must move beyond the technical definition of a match and illustrate the tangible outcome of that extra revenue.

Here are three storytelling strategies to increase participation:

  • Visualize the multiplier effect: Start by highlighting the difference a match makes in program impact and share examples. Instead of saying “Your gift will be matched,” say “Your $50 provides one semester of supplies. With a match, that same contribution supports two students for the entire term.”
  • Leverage social proof: Feature testimonials from supporters who have successfully submitted a match. A short quote or video from a peer saying, “It only took me five minutes to log into my portal and double my donation,” is often more convincing than a set of instructions from your staff.
  • Celebrate the hidden heroes: In your newsletters and impact reports, explicitly recognize “corporate matched donors” as a distinct category of supporter. By publicly celebrating these individuals, you create a social incentive for others to check their eligibility and join that group.

6. How can staff and volunteers support matching gift programs?

Your staff can mention matching gift programs during donor calls, events, or volunteer orientation:

  • In regular communications such as email newsletters, internal meetings and social media channels, consistently remind staff and volunteers about available programs.
  • On your website, create a dedicated matching gift page with easy-to-follow, step-by-step guides on how to submit a matching gift request through their employer’s platform. Provide links to corporate portals or databases that list eligible companies and their specific guidelines.

Training your nonprofit team on effective fundraising tools can help your team guide supporters effectively and ensure consistent messaging across outreach.

7. How can nonprofits measure the success of matching gift campaigns?

To measure the success of your matching gift campaigns, your nonprofit should:

  • Track conversion rates, submission numbers, and total matched revenue
  • Monitor company-specific trends and monthly remittance reports to identify new match-eligible donors
  • Check email engagement rates to help refine communication strategies
  • Compare year-over-year match capture rates to refine strategies

By integrating a fundraising tool like Double the Donation, you can get access to these insights and analytics to inform outreach timing, messaging, and targeting.

Promoting Matching Gifts to Increase Donor Participation

Effective promotion of a matching gift program requires consistency across every touchpoint in the donor journey. By weaving these opportunities into your storytelling and digital presence, you not only secure immediate funds but also open the door to broader corporate volunteering and payroll giving conversations.

We encourage you to audit your automated donation receipts this week. Ensure they contain a clear call to action for matching gifts, as this single adjustment is often the highest-leverage step toward increasing your fundraising results.

To learn more about promoting matching gifts and other forms of workplace giving, explore more resources from Double the Donation and implement best practices, streamline processes, and capture more matching gifts today.

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5 Reasons Your Company Should Partner with Nonprofits

A generation ago, corporate philanthropy was often treated as a simple line item. However, writing one check a year is no longer sufficient to demonstrate your business’s commitment to corporate social responsibility (CSR). Modern partnerships between companies and nonprofits are dynamic, integrated, and create measurable value for both organizations.

A strategic nonprofit partnership moves beyond simple charity by becoming a core part of your business’s culture, embodying your company’s values and creating opportunities for connection within your workplace and broader community. Let’s explore the five key ways collaborating with a nonprofit can benefit your company.

1. Boost Employee Engagement and Retention

Employees want their work to mean something. A strong, value-aligned nonprofit partnership gives them a clear way to connect their professional lives with a larger purpose. When your company demonstrates its commitment to a particular cause and encourages employees to participate, it provides them with a unifying mission and reason to engage more deeply with their work.

Demonstrating your commitment to CSR requires concrete action. Uncommon Giving’s guide to employee engagement lists matching gifts as one of the best ways to bolster employee satisfaction. Offering opportunities like paid volunteer days or team-wide service projects also helps employees feel proud to be a part of your company. A sense of pride and shared purpose is a powerful driver of loyalty, directly reducing costly employee turnover.

2. Strengthen Your Brand and Customer Loyalty

Modern consumers vote with their wallets, and they overwhelmingly favor brands that align with their personal values. A public, long-term commitment to a nonprofit cause shows customers what your company stands for and builds a level of trust that advertising alone cannot buy.

Consider offering a corporate sponsorship to an organization that aligns with your company’s values. In exchange for providing funds or in-kind donations to the nonprofit, you’ll build goodwill with your customer base.

One famous example of a successful partnership between a corporation and a nonprofit is Coca-Cola’s support of the World Wildlife Fund. WWF receives funds and legitimacy from the partnership, and the Coca-Cola company is humanized through its association with the nonprofit. Together, they publish an annual impact report that shows WWF supporters and Coca-Cola customers alike why they should continue to support both organizations.

When customers see your company investing in a cause they also care about, they’ll be more likely to remember your business and choose your company over its competitors.

3. Attract Top-Tier Talent

The competition for skilled professionals is intense. Many companies are struggling to fill full-time roles, which means it’s time to reexamine how your company appeals to potential candidates. A clear, active CSR program is a significant advantage in the hiring market that sets you apart from other employers.

According to Double the Donation’s collection of CSR statistics, “CSR initiatives can help companies attract and retain motivated employees, enhancing workforce satisfaction and productivity.” This is particularly true for younger generations, who often research a company’s values and social impact before hitting “apply.”

Consider adding details about your CSR program to your company overview and/or the benefits section of your job listings. These details tell employees that your company prioritizes social good and helps them envision the positive work environment at your business, making your company a more desirable place to build a career.

4. Drive Tangible Business Growth

Purpose and profit are not mutually exclusive. Strategic nonprofit partnerships can open new doors for your business in addition to building existing customer loyalty. Supporting a nonprofit can help your company create connections with new customers, oftentimes providing an introduction to previously untapped audiences. For example, corporate fundraising events like golf tournaments often attract high net-worth individuals who may become valuable clientele.

You can also collaborate with your nonprofit partner on co-marketing opportunities that expand your reach to new audiences that already trust and support your nonprofit partner. Be sure to include both of your organizations’ logos in any marketing materials to ensure your connection is clear and appeals to both supporter bases.

These partnerships can also foster innovation. Working with a nonprofit provides fresh perspectives and new challenges, sparking creative solutions you can apply back to your core business. This strategic alignment can enhance your public image, attract new customers, and directly support revenue growth.

5. Build a Positive, Purpose-Driven Culture

Your company’s culture extends beyond the values statement on your website; a solid, engaging company culture requires action and collaboration. Forming a nonprofit partnership is a great way to solidify your values and turn them from abstract declarations into real change within your organization and beyond.

Try hosting corporate volunteer days to solidify your employees’ bonds with each other and give them a more solid appreciation for your company’s commitment to its values. When your employees spend time together giving back to a cause they care about, that connection and passion trickles down into the rest of your organization’s culture, fostering teamwork, empathy, and leadership skills.

Don’t forget to show your appreciation for employees who participate in CSR efforts and to share impressive impact metrics with your team. You might even offer a reward for the employee who volunteers the most within a certain timeframe or celebrate your accomplishments as a team. For example, you might write: “This year, our team spent 100 hours volunteering with Snack in a Backpack. That means over 2,000 bags of food delivered to local families experiencing food insecurity!”

Over time, this focus on purpose creates a more resilient, positive, and cohesive workforce, which is the foundation of any successful business.

Partnering with a nonprofit strengthens your company from the inside out, improving employee retention, attracting new talent, and building a stronger culture. It’s also a strategic business decision because of its ability to enhance your brand reputation and deepen customer loyalty. By choosing a partner that aligns with your values, you can create a powerful engine for both community impact and sustainable business growth.

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4 Ways Businesses and Nonprofits Can Support Each Other

Businesses and nonprofits seem to belong in separate worlds. However, they share many common goals, from winning the support of their communities to maintaining trust and transparency in their practices. By working together, they can build on each other’s strengths and unlock new opportunities to reach their goals.

According to Double the Donation, 71% of employees believe it’s important to work at a company that gives back through philanthropy and volunteering. Plus, 73% of investors look to support companies that improve the environment and society as a whole. As corporate social responsibility (CSR) continues to become an expectation among today’s companies, it’s the perfect time to tap into the potential of business-nonprofit collaborations.

Businesses and nonprofits can support each other in many ways, from matching employee donations to launching joint marketing campaigns. Let’s explore a few top partnership ideas your organization can pursue.

1. Cause Marketing

It’s no secret that businesses must launch strategic marketing campaigns to boost brand recognition, reach new customers, and build lasting relationships with existing ones. Through cause marketing, companies lend their marketing platforms to promote a nonprofit’s cause. The nonprofit receives increased awareness and funds, while the company receives a reputation boost for its commitment to social impact.

There are several common types of cause marketing campaigns to consider, including:

  • Percentage of sales: Businesses donate a portion of their sales or profit to a nonprofit, usually for a specified period of time. This policy can apply to all products and services or only a specific item or offering. For example, for one month, a video game store might give 10% of every purchase to a local digital literacy organization to support its technology training program.
  • Buy one, give one: For every product a customer purchases, the business donates another to a nonprofit. This kind of agreement can be particularly engaging for customers since they can see how their patronage directly impacts their community. Warby Parker is a well-known example of this type of cause marketing, partnering with the nonprofit VisionSpring to give away one pair of glasses for every pair sold.
  • Point-of-sale donations: During in-store or online checkout, businesses can prompt customers to opt into giving to their nonprofit partner. Typically, customers can either round up their purchase amount or choose to donate $1-$5 on top of the total price. This option provides a convenient and non-intrusive way for customers to participate in your company’s philanthropic efforts.

Additionally, businesses can use their website, social media, and email newsletters to advocate for causes. Sharing relevant statistics and social media challenges calls more attention to a nonprofit’s fundraising needs while broadening the company’s reach to new, socially conscious customers.

2. Volunteering Opportunities

Nonprofits need volunteers to push their missions forward, whether through operational support or direct service delivery. At the same time, employees who volunteer together benefit from bonding with their team members, developing leadership skills, and giving back to their community.

Rather than simply promoting local opportunities, companies can organize dedicated team volunteering events with nonprofits. This way, the nonprofit receives direct support, and your business gets an impactful team-building activity to engage employees.

To set these events up for success, be sure to:

  • Survey employees. Maximize participation by focusing on causes employees care about most. For instance, if many employees are passionate about preserving cultural heritage, you could plan a volunteering day at a local museum, helping the staff catalog and scan archival materials for digital access on its website.
  • Incentivize participation. While businesses shouldn’t require employees to volunteer, there are steps you can take to promote engagement and remove barriers to participating. For example, you might provide volunteer time off (VTO) to those who sign up for the event or a free company lunch afterward.
  • Report impact. With enough employee support and passion, a team-wide volunteering day can become a quarterly or annual event. Keep employees motivated to continue participating by updating them on how their time and energy made a difference. For instance, a company might report that, during its volunteer event with a local food bank, employees sorted and packed over 4,000 lbs. of food to prepare around 4,000 meals for the community.

Companies can also launch Dollars for Doers programs to encourage employee volunteerism beyond team events. Uncommon Giving’s Dollars for Doers guide defines this type of program as “a corporate giving program that encourages employee volunteerism by matching the hours they contribute to nonprofits with financial donations.” For example, one business might make a $500 donation to a nonprofit organization after an employee volunteers 50 hours.

3. Monetary and In-Kind Donations

Many companies help employees champion causes close to their hearts by matching donations to nonprofits at a dollar-for-dollar rate or higher. Through matching gift programs, companies can demonstrate their values and inspire a sense of pride in their employees while providing nonprofit organizations with the funding they need to fulfill their missions.

Beyond matching gifts, businesses can contribute goods or services that allow nonprofits to cut costs and enhance program delivery. These in-kind donations can include:

  • Surplus inventory: Businesses can donate clothing, furniture, office supplies, paper products, and more.
  • Professional services: Many nonprofits will appreciate free or pro bono services like legal counseling, graphic design, financial planning, or technical support.
  • Event space: Hotels or restaurants can donate event space for nonprofit gatherings such as galas or art shows.
  • Auction items: Companies can help nonprofits raise more at their auctions by donating enticing items such as gift baskets, sports tickets, and spa vouchers.

Generally, in-kind donations are tax-deductible for businesses. However, nonprofits must first provide a written acknowledgment for these types of donations and estimate their fair market value (FMV).

4. Event Sponsorships

Nonprofit events bring communities together and generate significant revenue through engaging activities such as auctions and peer-to-peer fundraisers. Yet, planning these events is often costly.

To help nonprofits accomplish their goals, businesses can become event sponsors, donating money to cover major event expenses and potentially even using their platforms to drive registrations. In return, they receive brand exposure at the event. Some popular perks include:

  • Event naming rights
  • Logos on event banners and posters
  • Branded badges or nametags
  • Speaking opportunities
  • Social media shout-outs
  • Branded video ads during virtual events

Pave the way for long-term partnerships by looking for nonprofits that align with your company’s mission and values. For instance, a renewable energy business might sponsor organizations dedicated to reforestation or sustainable food production, while a toy company might sponsor organizations that promote children’s literacy or youth mentorship.


When a partnership takes off, your business should be able to use its CSR software to measure participation and impact. By tracking which volunteer events get the most sign-ups and which marketing activities generate the most engagement, you can adjust your strategy to continually improve results and deepen nonprofit partnerships for the future.

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One-Off Matching Gifts: Tips, Tools, Templates, and More

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One-off matching gifts represent a unique and powerful opportunity for nonprofits to amplify their fundraising efforts. After all, these exclusive partnerships allow companies to match donations made to a specific organization, often within a set timeframe, creating a win-win scenario for both parties.

It’s a chance to engage donors, boost contributions, and strengthen corporate relationships.

In this guide, we’ll explore everything you need to know about one-off matching gifts, including practical tips, essential tools, and ready-to-use templates to help you maximize success. This includes:

Whether you’re new to matching gifts or looking to bring your existing efforts to new heights, this resource is designed to empower you with actionable strategies to make the most of these impactful programs.

Let’s begin with the basics!

Understanding One-Off Matching Gift Programs

One-off matching gifts represent a powerful opportunity for organizations to engage with their individual and corporate supporters alike. In order to optimize your efforts, however, it’s important to have a solid understanding of the programs.

Here’s what you should know!

What are one-off matching gifts?

One-off matching gifts are exclusive, often limited-time donation-matching programs where a company partners with a specific nonprofit to match individual employees’ donations.

These programs are often designed for a specific campaign, event, or fundraising initiative, allowing nonprofits to maximize their impact within a defined period.

How do one-off matching gifts differ from standard donation-matching programs?

The key difference lies in the exclusivity and duration of the program. Standard donation-matching programs are often open to all nonprofits that meet a company’s eligibility criteria and run year-round.

One-off matching gift programs, on the other hand, are designed to benefit a single nonprofit for a limited time. This exclusive focus allows for deeper collaboration between the nonprofit and the company, often accompanied by tailored marketing efforts and increased donor engagement.

How do one-off matching gift programs benefit nonprofits?

For nonprofits, one-off matching gifts offer several advantages:

  • Increased donations: The promise of a match motivates donors to give, knowing their contributions will be doubled.
  • Enhanced visibility: Corporate support often brings greater exposure through joint marketing and promotional efforts.
  • Stronger corporate partnerships: Collaborating on a one-off matching gift program builds relationships that may lead to future opportunities, including volunteer support, sponsorships, or recurring matches.
  • Time-sensitive urgency: The limited timeframe creates a sense of urgency, encouraging donors to act quickly.

You don’t want to miss out on these opportunities!

Why do companies offer one-off matching gift programs?

Companies often implement one-off matching gift programs as part of their Corporate Social Responsibility (or CSR) initiatives. Specifically, these programs allow businesses to:

  • Test out matching gifts: Organizations that don’t already match gifts may be willing to experiment with the lower stakes of a one-off program.
  • Showcase their commitment: Supporting a specific nonprofit aligns the company with causes that resonate with employees and customers.
  • Engage employees: Employees feel proud and motivated when their employer actively supports meaningful causes.
  • Enhance their brand: Publicizing the partnership demonstrates the company’s values and dedication to social impact.
  • Strengthen community ties: Supporting local or impactful organizations fosters goodwill and community engagement.

In other words, it’s not just about philanthropy⁠—but the widespread benefits available to the companies offering the programs.

What one-off matching gift program guidelines should you be aware of?

When implementing or promoting a one-off matching gift program, it’s essential to understand key criteria. This includes:

Consider these rules so you can understand how one-off matching gifts work.

  • Eligibility restrictions: Ensure donors are aware of any restrictions, such as minimum or maximum gift amounts, qualifying employees, and more.
  • Submission process: Clearly communicate how donors can apply for the match through the company’s platform, forms, or auto-submission process.
  • Timeline: Highlight the specific timeframe during which the matching program is active.
  • Promotional terms: Align with the company on co-branded marketing efforts to spread awareness effectively.
  • Reporting requirements: Be prepared to provide updates on the campaign’s impact to show transparency and gratitude to the corporate partner.

By understanding and implementing these guidelines, nonprofits and companies can work together to maximize the success of their one-off matching gift programs.

Tips for Making the Most of One-Off Matching Gifts

Now that you understand the one-off matching gift opportunity, it’s time to prepare your team to make the most of it. That’s why we’ve compiled a list of expert-proven best practices for one-off matching gift success.

Look for companies that don’t currently offer matching gifts.

One-off matching gift programs present an excellent chance for nonprofits to collaborate with companies that don’t already have ongoing donation-matching initiatives. After all, many businesses want to support their communities but may lack the resources or awareness to set up a year-round program. By pitching a one-off matching gift campaign, you provide them with a simple, impactful way to contribute.

Start by researching local businesses or other companies that align with your mission but don’t yet offer matching gift programs. Then, highlight how a one-off initiative can serve as a trial run for a more significant commitment to philanthropy!

Prioritize relationships with your donors’ employers.

Your donors’ employers can be some of your most valuable one-off matching gift prospects. After all, companies are more likely to support initiatives that directly engage their employees, as it fosters goodwill and strengthens team satisfaction.

Start by identifying where your donors work⁠—and leveraging those connections to pitch a one-off matching gift program. You can use donor surveys or existing employer data to pinpoint companies with ties to your organization. Your supporters may even be willing to advocate for a program on your behalf to help get your foot in the door!

Pitch an exclusive, mutually beneficial partnership opportunity.

When approaching a company, be sure to frame your one-off matching gift program as a unique opportunity for collaboration. Tailor your pitch to the company’s goals, emphasizing how the partnership can enhance its brand, engage its employees, and make a tangible impact on the community.

You’ll want to present a clear proposal that outlines the program’s timeline, expected outcomes, and promotional benefits for the company. For the best results, be ready to provide data on your nonprofit’s impact and the potential reach of the campaign.

Encourage your corporate partners to promote the programs.

The success of a one-off matching gift program (or any matching gift program, for that matter) often depends on awareness. Therefore, encourage your corporate partners to actively promote the campaign to their employees through internal communications, staff announcements, social media, and more. The greater the visibility of the program, the more participation it will generate.

You can even collaborate with your corporate partner to create co-branded marketing materials⁠—such as email templates, social media graphics, and posters. Offer to support their promotional efforts with content that aligns with their brand voice and values.

By implementing these best practices, your organization can establish impactful partnerships, engage donors more effectively, and raise more funds through one-off matching gift programs.

How Matching Gift Software Powers One-Off Matching Gifts

When it comes to any kind of fundraising, powering your team with the right tools is a must. In order to make the most of matching gifts (one-off or otherwise), that’s where matching gift software comes in.

For the best results, we recommend investing in a dedicated matching gift platform that offers the following intuitive functionalities:

Customizable Matching Gift Databases

One-off matching gift programs often involve companies that don’t have standard matching gift programs, making it essential for nonprofits to maintain accurate records of these unique opportunities. Not to mention, ensuring that information is quickly accessible for their donors!

Luckily, matching gift software with customizable database functionality (like our recommended provider, Double the Donation) allows organizations to add and manage company-specific information, ensuring they can identify and leverage exclusive matches with ease.

Customizable one-off matching gift search tool

Streamlined Matching Gift Auto-Submission

One of the most common drop-off points in the matching gift process occurs when donors are encouraged to submit their matching gift requests to their employers. Now, that’s where auto-submission comes in!

With streamlined auto-submission functionality, one-off matching gift companies can authorize platforms like Double the Donation to handle the entire matching gift process on behalf of their employees. This means donors can skip the hassle of manually completing and submitting their matching gift requests, and organizations can maximize participation by removing friction points for donors, leading to more matched gifts overall.

Using auto-submission with one-off matching gifts

Tailored Matching Gift Communications

One-off matching gift programs often rely on timely and targeted communication to maximize donor participation. Matching gift software with tailored communication functionality enables nonprofits to send personalized emails reminding eligible donors to submit their gifts for matching.

Use automated emails to drive participation in one-off matching gifts.

Custom messaging can include details specific to the one-off program, such as deadlines, submission instructions, and the potential impact of the match.

All in all, matching gift software equips nonprofits with the tools needed to optimize one-off matching gift programs. By leveraging these functionalities, organizations can take full advantage of exclusive matching opportunities and achieve greater fundraising success overall.

Raise more from one-off matching gifts with a matching gift database.

Templates for One-Off Matching Gift Communications

Ready to get started with one-off matching gifts? We’ve drafted a number of matching gift templates that your team can use to kick off the outreach process.

From corporate partner communications to individual donor appreciation, these sample messages can go a long way to strengthen your relationships and drive one-off matching gifts with ease.

One-Off Matching Gift Partnership Request

Subject Line: Partner with [Nonprofit Name] for an Exclusive Matching Gift Opportunity

Dear [Corporate Representative (ideally from the HR or CSR departments)],

I hope this message finds you well. At [Nonprofit], we are committed to [briefly describe your mission]. This year, we’re looking to create an exclusive matching gift opportunity with a valued partner like [Company] to maximize our impact.

We’re reaching out to explore the possibility of [Company] initiating a one-off matching gift program with [Nonprofit]. Through this partnership, your company would match donations made by employees to our organization for a set period, amplifying every dollar given to our cause.

Here’s how this partnership can benefit both of us:

  • Amplify impact: Double the generosity of your employees’ contributions.
  • Strengthen community ties: Showcase [Company]’s dedication to [specific cause area].
  • Gain visibility: We’ll promote your generous partnership through our communication channels, reaching [audience details].

Would you be open to a brief conversation to discuss this further? We would be happy to tailor the program to align with your CSR goals.

I look forward to hearing from you soon.

Warm regards,

[Full Name]
[Title]
[Nonprofit]
[Contact Information]

One-Off Matching Gift Partnership Follow-Up

Subject Line: Following Up: Matching Gift Partnership Opportunity

Dear [Corporate Representative],

Let’s Create Impact Together

I’m following up on my recent email regarding a potential one-off matching gift partnership between [Nonprofit] and [Company]. This exclusive program could make a meaningful difference by doubling the donations made by your employees to [our cause/mission].

I’d love the opportunity to answer any questions or provide additional details about how we can work together to make this happen. Please let me know a time that works for you to connect.

Thank you for considering this unique opportunity to amplify generosity and create a lasting impact.

Warm regards,

[Full Name]
[Title]
[Nonprofit]
[Contact Information]

One-Off Matching Gift Partner Appreciation

Subject Line: Thank You for Your Generous Support!

Dear [Corporate Representative],

Your partnership is making a big difference.

On behalf of everyone at [Nonprofit], I want to extend our heartfelt gratitude for [Company]’s generous partnership in initiating a one-off matching gift program. Your support has already been paramount in [specific impact].

Your commitment to [specific cause] inspires us and motivates our donors to give generously, knowing their contributions are being matched and their impact doubled.

We’re excited to share stories of the difference we’re making together. Please don’t hesitate to reach out if you’d like any updates or would like to collaborate further in the future.

Thank you for being a vital part of our mission!

With gratitude,

[Full Name]
[Title]
[Nonprofit]
[Contact Information]

One-Off Matching Gift Donor Appeal

Subject Line: Double Your Impact for [Cause]

Dear [Donor],

Your Gift Can Go Twice as Far!

We’re excited to share an exclusive opportunity to double your impact for [Nonprofit]. Thanks to a one-off matching gift program with [Company], your donation can have twice the power to [specific impact].

Here’s how it works:

  1. Make your gift to [Nonprofit] by [deadline]. [Donate Now Button]
  2. Submit your matching gift request through [Company’s platform or process].
  3. Watch as your generosity is matched dollar for dollar!

Your support means the world to us and those we serve. Don’t miss this incredible chance to maximize your impact.

With gratitude,

[Full Name]
[Title]
[Nonprofit]
[Contact Information]

One-Off Matching Gift Donor Reminder

Subject Line: Reminder: Your Gift Can Still Be Matched!

Dear [Donor],

Thank you again for your generous support of [Nonprofit]. We wanted to remind you about an incredible opportunity to amplify your impact through [Company]’s one-off matching gift program.

If you haven’t already, be sure to:

  1. Submit your matching gift request through [Company’s process or direct link].
  2. Help us unlock additional funding to [specific impact].

The deadline for this matching opportunity is [date], so don’t wait!

We’re so grateful for your generosity and commitment to our mission.

Warm regards,

[Full Name]
[Title]
[Nonprofit]
[Contact Information]

One-Off Matching Gift Donor Appreciation

Subject Line: Thank You for Doubling Your Impact!

Dear [Donor],

Thank you for your recent gift to [Nonprofit] and for submitting a matching gift request through [Company]. Your generosity, combined with [Company]’s support, has allowed us to [specific impact].

Your commitment to [specific cause] exemplifies the power of collaboration and compassion. We’re deeply grateful for your partnership in making a difference.

Stay tuned for updates on the impact you’re helping us create. Thank you once again for your incredible support.

With heartfelt gratitude,

[Full Name]
[Title]
[Nonprofit]
[Contact Information]

Wrapping Up & Additional Reading

One-off matching gift programs are a valuable tool for driving donations, strengthening corporate partnerships, and inspiring donor engagement. By implementing these best practices, powering your team with the right tools, and leveraging our strategic templates, nonprofits like yours can unlock the full potential of these exclusive opportunities.

Whether you’re initiating your first one-off matching gift program or refining an existing strategy, the insights in this guide will help you achieve a more significant impact than ever before. Good luck!

For more information about matching gifts and beyond, we recommend checking out the following additional resources:

Raise more from one-off matching gifts with a matching gift database.

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