Volunteer Grant Letters-Templates to Boost Revenue

Volunteer Grant Letters: Templates to Boost Revenue

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Volunteers are the lifeblood of the nonprofit sector, dedicating their time, energy, and skills to power missions forward. From staffing events to mentoring youth, these supporters provide essential labor that organizations simply could not afford otherwise. However, there is a way to make their impact go even further, transforming their hours of service into direct financial support without asking them to open their wallets. The secret lies in effective communication through strategic volunteer grant letters.

Many of your volunteers work for companies that offer “Dollars for Doers” or volunteer grant programs. These corporate initiatives award monetary grants to nonprofits based on the number of hours employees volunteer. Despite the immense potential of these programs, billions of dollars in corporate philanthropy go unclaimed every year, primarily because volunteers are unaware that these programs exist or do not know how to submit a request. By incorporating specific volunteer grant letters into your communication strategy, you can bridge this awareness gap, guide your supporters through the submission process, and unlock a sustainable stream of unrestricted revenue.

In this guide, we’ll cover:

Whether you are looking to engage a single super-volunteer or launch a campaign for your entire supporter base, this guide provides the tools and templates you need to turn volunteer time into corporate treasure.

The Strategic Value of Volunteer Grant Communications

Before diving into the templates, it is vital to understand why these letters are a necessary component of your fundraising strategy. Volunteer grants are a form of corporate philanthropy where companies provide monetary donations to organizations where their employees volunteer. Essentially, corporations monetize the generosity of their workforce to support the communities where they live and work.

The potential financial impact is significant. Approximately 40% of Fortune 500 companies offer volunteer grant programs. On average, these companies provide between $8 and $15 per hour volunteered. For a dedicated volunteer who contributes 50 or 100 hours a year, this can translate into hundreds or even thousands of dollars in grant revenue for your nonprofit.

However, the challenge lies in participation. The average employee participation rate for volunteer grant programs sits at a mere 3%. This is rarely due to a lack of willingness on the part of the employee; rather, it is a lack of awareness. Most volunteers do not know their company offers such a program, or they find the submission process opaque. By sending targeted volunteer grant letters, you remove these barriers. You educate the supporter, provide them with the necessary data (such as your Tax ID and contact information), and make the submission process frictionless. This proactive approach transforms your volunteer program from a source of labor into a source of revenue.

Did You Know? Volunteerism and financial giving are deeply connected. 79% of people who volunteer also donate money to the organization they serve. By engaging volunteers with grant opportunities, you are tapping into a highly motivated segment of your audience that is already invested in your success.

The Anatomy of a Perfect Volunteer Grant Letter

Writing an effective request requires a delicate balance. You are asking a supporter who has already given their time to take an additional administrative step. To ensure your volunteer grant letters are well-received and effective, they must be structured to express gratitude first and make the “ask” second.

Every effective letter or email should contain the following elements:

1. Sincere Gratitude

Always open by acknowledging the volunteer’s specific contribution. Whether they worked a specific event or serve weekly, validate their time before asking for anything else. This reinforces their value to the organization.

2. The Educational Hook

Assume the volunteer does not know what a volunteer grant is. Briefly explain that their employer might donate money based on the hours they have already served. Frame this as a benefit to them—a way to double their impact without extra work.

3. Clear Eligibility Data

If you know they work for a specific company (like Microsoft or Verizon), mention the company’s specific program details. If you are unsure, provide a link to a search tool where they can check their eligibility instantly.

4. The “Cheat Sheet”

To submit a request, volunteers usually need specific details about your nonprofit. Do not make them hunt for this information. Include a sidebar or section in the letter with:

  • Your organization’s legal name
  • Your EIN / Tax ID number
  • Your mailing address
  • A contact person for verification (usually a volunteer coordinator)

5. A Direct Call to Action (CTA)

Provide a link to their company’s submission portal if available, or a link to your own “Volunteer Grants” webpage where they can find instructions.

Scenario 1: The Known Eligible Volunteer (Action)

The most high-value opportunity in your database is the volunteer who works for a company known to have a grant program. For example, Verizon offers $750 for 50 hours of volunteer work, and ExxonMobil offers $500 for every 20 hours. If you have collected employment data during registration, you can send a highly targeted letter.

Subject: You’ve donated your time; [Employer Name] wants to match it!

Body:

Dear [Volunteer Name],

Thank you so much for the [Number] hours you have dedicated to [Nonprofit Name] this past [Month/Year]. Your support in [mention specific activity, e.g., sorting food, mentoring students] has been invaluable to our mission.

We are writing because our records indicate you work for [Employer Name]. Did you know that [Employer Name] has a generous volunteer grant program? Because of the hours you have already contributed, you are likely eligible to secure a corporate grant of [Insert Amount if known, e.g., $500] for our organization at no cost to you.

How to Double Your Impact: [Employer Name] offers grants to nonprofits once an employee volunteers for at least [Minimum Hours] hours. Since you have already hit this milestone, you can submit a request through your employee portal today.

Here is the info you might need for the form:

  • Organization: [Legal Name]
  • Tax ID (EIN): [00-0000000]
  • Contact: [Name, Email, Phone]

It only takes a few minutes to submit, but the impact will last a lifetime. Thank you for being a champion for our cause!

Sincerely,

[Signature]

Quick Tip: Companies like Microsoft offer $25 per hour volunteered with no minimum threshold. For volunteers at these companies, you can send this letter after a single shift!

Scenario 2: The Unknown Eligibility Volunteer (Clarification)

For the majority of your volunteers, you may not know where they work, or you may not know if their employer has a program. In this case, your volunteer grant letters serve a dual purpose: data collection and education. You are casting a wider net to uncover hidden opportunities.

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

Body:

Dear [Volunteer Name],

We cannot thank you enough for the time you spend volunteering with [Nonprofit Name]. Your dedication is the engine that keeps our programs running.

We wanted to share a quick tip on how you might be able to increase your impact even further—without working any extra hours. Thousands of companies, including 40% of Fortune 500 corporations, offer volunteer grant programs. These programs donate funds to the nonprofits where their employees volunteer.

Does your employer offer volunteer grants? We would love for you to check! You can ask your HR department or use the search tool on our website here: [Link to your dedicated Double the Donation search page].

If your company participates, submitting a request is usually a simple online process.

Our details for your submission:

  • Nonprofit: [Legal Name]
  • EIN: [00-0000000]

If you find out your company offers this program, please let us know so we can thank them (and you!) properly.

With gratitude,

[Signature]

Scenario 3: The Ineligible Volunteer (Advocacy)

Sometimes, a volunteer will check their eligibility only to find their company does not have a program. This is not a dead end. Employees have a significant influence over corporate culture. You can provide a template for these super-volunteers to send to their HR departments to advocate for a new program.

Subject: A way to help [Nonprofit Name] grow

Body:

Dear [Volunteer Name],

Thank you for checking into volunteer grants for us. While we are bummed to hear [Employer Name] doesn’t currently have a program, we are so grateful for your continued physical support!

Many companies start these programs because employees like you ask for them. If you feel comfortable, would you be willing to send a quick note to your HR team? It could pave the way for future support.

Here is a sample note you could use:

“Hi [HR Contact],

I actively volunteer with [Nonprofit Name] and was looking to see if we offer a volunteer grant program to support employee service. I know many peer companies offer ‘Dollars for Doers’ grants to support the causes employees are passionate about. Is this something our company would consider implementing? It would mean a lot to me and my team members who give back to the community.

Thanks, [Employee Name]”

Regardless of the outcome, we appreciate you going the extra mile for us!

Sincerely,

[Signature]

Best Practices for Sending Volunteer Grant Emails

Writing the letter is only the first step. To maximize the open and conversion rates of your volunteer grant letters, you must consider the timing, frequency, and method of delivery. Check out these top tips for doing so well.

1. Timing is Everything

The best time to ask for a volunteer grant is when the volunteer is feeling most connected to your work.

Post-Event: Send an email 24-48 hours after a major volunteer event or shift. The experience is fresh, and they are likely still thinking about the impact they made.

Milestones: If you track hours, trigger an email when a volunteer hits a common threshold, such as 10, 20, or 40 hours. This is highly effective because many companies set these specific hours as minimums for grant eligibility.

End of Year: Many corporate giving programs run on a calendar year. Send a reminder in November or December, urging volunteers to submit their requests before their accumulated hours expire.

2. Segmentation

Don’t send the same generic email to everyone. If you know a volunteer who works for Allstate, send them the specific Allstate template. If you know a volunteer is a retiree, send them a message highlighting that many companies extend matching and volunteer grant privileges to retirees as well. Targeted messaging shows you are paying attention and respects the donor’s time.

3. Data Collection at Intake

The most effective way to improve your volunteer grant strategy is to collect employment data before you need to send the letter. Add an optional “Employer” field to your volunteer registration forms. Even better, use a search tool widget that allows them to select their company from a list. This gives you the data you need to segment your lists from day one.

Integrating Volunteer Grants into Your Broader Strategy

Volunteer grant letters should not be a standalone initiative. They work best when integrated into a broader culture of corporate philanthropy within your nonprofit.

The Website Hub

Create a dedicated “Volunteer Grants” or “Workplace Giving” page on your website. This page should host your search tool, your EIN/Tax ID, and instructions for major local employers. Link to this page in every email you send. This ensures that even if a volunteer deletes the email, they can find the information later when they are ready to submit.

Onboarding and Training

Mention volunteer grants during volunteer orientation. Hand out a flyer with the “Cheat Sheet” information. When volunteers hear about the program verbally and receive a follow-up letter, the message is far more likely to stick.

Recognition

Celebrate the volunteers who successfully submit grants. A shout-out in a newsletter or a social media post saying, “Thanks to Sarah and her employer, Microsoft, for a $500 grant!” encourages others to check their own eligibility. It validates the effort and proves that the process works.

Top Companies to Watch For

As you review your volunteer lists, keep an eye out for employees from these companies. They are known for having accessible and generous volunteer grant programs. Prioritizing outreach to these individuals is a high-ROI activity.

  • Microsoft: No minimum hours required; $25 per hour rate.
  • ExxonMobil: $500 grant for every 20 hours volunteered.
  • Verizon: $750 grant for 50 hours of service.
  • Disney: Grants of up to $2,000 per year for eligible nonprofits.
  • CarMax: Strong volunteer grant program in addition to donation matching.

If you see these domains in your email list, send the “Known Eligible” template immediately!

Automating the Process

For small teams, sending individual emails to every volunteer is impossible. This is where automation comes in. Tools like Double the Donation can integrate with your volunteer management system. When a volunteer registers, the system captures their employer. It can then automatically trigger the appropriate volunteer grant letter based on that data.

Automation ensures that every eligible volunteer receives the right message at the right time, without your staff having to lift a finger. It moves the process from a manual burden to a background revenue generator.

Wrapping Up & Next Steps

Volunteer grant letters are a low-cost, high-reward tool in the nonprofit fundraising arsenal. They honor the dedication of your volunteers while unlocking a stream of corporate revenue that is often left behind. By providing clear, gratitude-filled, and informative communication, you empower your supporters to become even greater champions for your cause.

The process doesn’t have to be complicated. Start by adding an employer field to your intake forms. Then, use the templates provided above to craft your initial outreach. Whether you are sending a manual batch of emails or setting up an automated workflow, the most important step is simply asking.

Ready to boost your volunteer revenue?

  • Audit: Check your volunteer list for corporate email addresses.
  • Update: Add your EIN and contact info to your website’s volunteer page.
  • Send: Pick a template and send your first batch of letters this week.

Don’t let these valuable hours go to waste. Start turning those hours into dollars today! Plus, see how tools like Double the Donation Volunteering can help you do so.