Volunteer Grant Best Practices-What Nonprofits Should Know

Volunteer Grant Best Practices: What Nonprofits Should Know

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In the world of nonprofit fundraising, there is an old adage that “time is money.” While usually meant metaphorically, in the realm of corporate philanthropy, this is quite literally true. Volunteer grants, or programs where corporations donate monetary funds to nonprofits based on the number of hours their employees volunteer, represent one of the most valuable yet underutilized revenue streams available. For organizations relying on the dedication of volunteers to keep operations running, these grants offer a unique opportunity to monetize that time and secure “free money” that requires no additional solicitation.

Despite the clear benefits, billions of dollars in corporate philanthropy go unclaimed every year, simply because organizations and volunteers alike are unaware these programs exist. To bridge this gap and unlock this funding, nonprofits must move beyond passive hope and adopt a proactive strategy. Implementing structured volunteer grant best practices can transform your volunteer program from a labor resource into a significant revenue driver.

In this guide, we’ll cover:

Success in this arena does not require a massive overhaul of your current operations. Instead, it requires a shift in perspective and the application of a few key strategies. By treating volunteer grants with the same rigor as major gifts or matching donations, you can build a sustainable pipeline of corporate support that fuels your impact for years to come.

Understanding the Landscape of Volunteer Grants

Before diving into specific tactics, it is crucial to understand the mechanism and scale of the opportunity. Volunteer grants, often called “Dollars for Doers,” are corporate giving programs that award monetary grants to eligible nonprofits where employees volunteer. These programs recognize that time is a valuable asset and seek to support the organizations that their employees are passionate about.

The potential here is immense. Approximately 40% of Fortune 500 companies offer volunteer grant programs. The rate of giving varies, but 80% of companies with these programs offer between $8 and $15 per hour volunteered. For a volunteer who commits just 20 hours a year (the average offered by companies with paid volunteer time off programs), this could translate into hundreds of dollars in additional unrestricted revenue for your nonprofit.

However, the challenge lies in participation. The average employee participation level for volunteer grants sits at just 3%. This low engagement rate is rarely due to a lack of willingness but rather a lack of awareness. Volunteers often do not know their employer offers such a program, or they are unsure of the eligibility criteria and submission process. This gap represents your greatest opportunity. By educating your supporters and simplifying the process, you can capture the revenue that is currently being left on the table.

Best Practice 1: Collect Employment Information Early and Often

The foundation of any successful corporate fundraising strategy is data. You cannot advocate for a volunteer grant if you do not know which of your volunteers work for grant-making companies. Therefore, one of the most critical volunteer grant best practices is to systematically collect employment information.

Integrate into Registration: Don’t wait until after an event to learn who your volunteers are. Incorporate an optional field for “Employer” or “Company” into your volunteer registration forms and sign-up sheets. If you use a digital volunteer management system, ensure this data field is active and reportable.

Screen Your Database: Just as you would screen donors for major gift capacity, you should screen your volunteer database for corporate eligibility. Identifying volunteers who work for companies like Microsoft, which offers $25 per volunteer hour , or ExxonMobil, which offers $500 for every 20 hours, allows you to prioritize your outreach.

Regularly Refresh Data: Employment status changes. Make it a habit to ask volunteers to update their contact and employment information annually. A simple “Update Your Profile” campaign can uncover new opportunities among your existing base. By maintaining accurate records, you can segment your communications and send targeted reminders to those most likely to qualify for a grant.

Did You Know? Companies like Disney, Verizon, and Dell are known for their generous volunteer grant programs. Identifying volunteers from these major employers can lead to immediate revenue wins.

Best Practice 2: Communicate the “Double Impact”

Your volunteers are already highly motivated individuals who care deeply about your cause. To drive grant submissions, you need to connect their service to the financial health of your organization. This involves communicating the concept of “double impact”—that their time is valuable, but their time plus a grant is transformative.

Monetize the Message. When promoting volunteer opportunities, explicitly state that volunteers can “monetize their volunteerism” through employer grants. Use language that empowers them: “Did you know your 10 hours of service could provide $150 in funding for our programs?” This reframes the grant request not as an administrative chore, but as a second, equally powerful donation.

Use Visuals and Storytelling. Incorporate graphics into your newsletters and social media that illustrate the equation: 1 Hour of Volunteering + Corporate Grant = Greater Impact. Share success stories of other volunteers who have secured grants. For example, “Thanks to Sarah’s volunteer grant from her employer, we were able to purchase new supplies for our after-school program.”

Educate on Eligibility. Many volunteers assume they must be full-time executives to qualify. Clarify that many programs extend eligibility to part-time employees and even retirees. By dispelling these myths, you broaden the pool of potential applicants and encourage more supporters to check their status.

Best Practice 3: Master the Post-Event Follow-Up

The period immediately following a volunteer event is the “golden hour” for securing a grant. Volunteers are feeling good about their contribution and are still mentally engaged with your organization. This is the perfect time to make your ask.

Send a Dedicated Thank You: Within 24 to 48 hours of an event, send a personalized email thanking the volunteer for their time. In this email, seamlessly pivot to the grant opportunity.

The “Soft Ask” Template: “Thank you so much for helping us at the [Event Name]! We couldn’t do this without you. Did you know that your hard work might also be eligible for a volunteer grant from your employer? Many companies will donate money to nonprofits where their employees volunteer. It’s an easy way to double your impact without taking any more of your time. Please check with your HR department or visit our corporate giving page to learn more.”

Provide Actionable Links: If you know the volunteer’s employer, provide a direct link to their company’s submission portal or guidelines. If you use a matching gift database tool, include a search link so they can look up their eligibility instantly. The fewer clicks it takes to find the form, the more likely they are to submit it.

Best Practice 4: Create a Dedicated Web Page

Your website should be the central hub for all information regarding corporate philanthropy. Creating a dedicated “Volunteer Grants” or “Corporate Community” page is a best practice that serves both education and SEO purposes.

Centralize Resources. This page should explain what volunteer grants are, list top local employers with programs, and offer a step-by-step guide on how to submit a request. Include a database search tool if you have one, allowing visitors to check their eligibility in real-time.

Link Across Your Site. Don’t hide this page. Link to it from your main “Volunteer” landing page, your “Ways to Give” section, and even your donation confirmation screens. The goal is to make the concept of volunteer grants ubiquitous across your digital presence.

Host Forms and Guidelines. If your organization requires verification of hours (a common step in the grant process), explain that procedure clearly on this page. Provide contact information for a staff member who can assist with verification forms, ensuring that volunteers know exactly who to turn to for help.

Quick Tip: Use your dedicated web page to highlight specific program guidelines. For instance, if you have volunteers from CarMax, note that they match donations for dependents up to age 26, creating a family-wide culture of giving.

Best Practice 5: Leverage Group Volunteering

Group volunteer events are a goldmine for volunteer grants. When a company sends a team of employees to volunteer together, they are often signaling a strong internal culture of corporate social responsibility (or CSR).

Pitch the “Team Grant.” Many companies offer specific “team volunteer grants” that are separate from individual quotas. When coordinating a group event, ask the company organizer if such a grant is available. Pitch the event not just as a service day, but as a strategic partnership opportunity.

Capture Data on Site. During group events, ensure you capture the contact information of every individual participant, not just the team lead. This allows you to follow up with each employee individually to request their personal volunteer grant, in addition to any corporate sponsorship the company may have provided.

Celebrate the Partnership. After the event, publicize the company’s support on your social media channels. Tag the company and mention the impact of the volunteer grant. This positive reinforcement encourages the company to return next year and validates its CSR efforts with its customer base.

Best Practice 6: Invest in the Right Tools and Software

Managing volunteer grants manually can be time-consuming. As your program grows, investing in the right technology becomes an essential best practice to scale your revenue without burning out your staff.

Automate the Search Process: Tools like Double the Donation allow you to integrate employer search functionality directly into your volunteer forms. This empowers volunteers to discover their own eligibility without your team needing to research every individual.

Implement Triggered Emails: Automation platforms can send triggered emails based on the employment data you collect. If a volunteer identifies as an employee of The Home Depot, the system can automatically send them the specific guidelines and forms for The Home Depot’s grant program, ensuring the right information reaches the right person at the right time.

Ensure Smart Tracking and Reporting: Dedicated software provides robust dashboards that help you track the status of grant submissions and identify revenue trends. Knowing which companies are generating the most grants allows you to focus your relationship-building efforts where they will yield the highest return.

Wrapping Up & Next Steps

Implementing these volunteer grant best practices is a strategic investment in your nonprofit’s financial sustainability. By shifting your approach from passive acceptance to active advocacy, you unlock a hidden revenue stream that complements your existing fundraising efforts. Volunteer grants not only provide essential, unrestricted funding but also deepen your supporters’ engagement, transforming them from one-time helpers into lifelong champions of your cause.

To get started, audit your current data collection methods and ensure you are capturing employment information from your volunteers. Build a dedicated page on your website to house your resources, and begin incorporating “double impact” messaging into your post-event follow-ups. With consistent effort and the right tools, you can turn volunteer hours into a powerful engine for growth.

Ready to streamline your corporate fundraising? Request a demo with Double the Donation to see how our industry-leading tools can help you identify, track, and secure more volunteer grants and matching gifts today. You won’t be sorry!