In the volatile world of nonprofit fundraising, stability is the ultimate prize. Organizations constantly seek ways to smooth out the peaks and valleys of donation cycles, aiming for a baseline of revenue that allows for confident future planning. Enter payroll giving: a powerful, underutilized revenue stream that transforms sporadic supporters into consistent, long-term donors. By understanding and optimizing the Payroll Giving process, your organization can tap into a method that benefits everyone involved—providing tax breaks for donors, Corporate Social Responsibility (CSR) wins for employers, and a steady flow of unrestricted funds for your mission.

While many development directors are familiar with the concept, few have mastered the mechanics of how these funds actually travel from an employee’s paycheck to the nonprofit’s bank account. It is not just about asking for donations; it is about guiding your supporters through a specific administrative workflow. When you demystify the Payroll Giving process for your donors, you lower the barrier to entry and unlock a gateway to predictable, recurring income and higher donor retention.

In this guide, we’ll cover:

• The strategic value of payroll giving for modern nonprofits
• A step-by-step breakdown of the donor’s experience
• How to register with the necessary portals to receive funds
• Marketing strategies to guide donors through the process
• How to layer matching gifts on top of payroll deductions
• Key metrics to measure program success

To truly capitalize on this opportunity, nonprofits must move beyond passive acceptance of these funds and take an active role in facilitating the transaction. This guide serves as your roadmap to understanding the technical steps, the platforms involved, and the communication strategies needed to turn a complex corporate benefit into a simple act of generosity.

What is Payroll Giving?

Payroll giving, often referred to as workplace giving, is a mechanism that allows employees to donate to charitable organizations directly from their salary. Unlike credit card donations or check writing, these contributions are processed through the employer’s payroll system. This method is distinct because the donations are often deducted pre-tax, meaning the donor receives an immediate tax benefit, and a larger portion of their gross income goes directly to the cause.

For nonprofits, this is far more than just another donation channel. It acts as a gateway to deeper corporate partnerships and significantly higher donor retention rates. Because the donation happens automatically in the background of the donor’s life, “set it and forget it” becomes a reality, leading to donors who stay with your organization for years rather than months.

Did You Know? Payroll donors tend to have much higher retention rates than one-time or online givers. Because the deduction is automated and integrated into their financial routine, the likelihood of “churn” due to expired credit cards or decision fatigue is drastically reduced.

The 5-Step Payroll Giving Process

To effectively market this opportunity, you must understand exactly what the donor experiences. The Payroll Giving process generally follows a linear path, but friction can occur at any stage. By understanding these steps, you can create resources that help your supporters navigate them.

Step 1: Determining Eligibility

The process begins with the donor confirming that their employer offers a payroll giving scheme. Not every company has the infrastructure to support automatic charitable deductions. The employer must first partner with a payroll giving agency or a CSR platform to integrate these deductions into their payroll systems.

For the donor, this step involves checking their employee handbook, visiting their internal HR portal, or asking their benefits manager. If the program exists, the employee is eligible to participate immediately.

Step 2: Accessing the Employer Portal

Once eligibility is confirmed, the employee must access the specific system where elections are made. This is typically an internal HR portal, a dedicated link provided by a CSR platform (like Benevity or YourCause), or a digital enrollment form.

This is a critical juncture where donors often drop off if they cannot find the link. Nonprofits can assist here by providing instructions for major local employers or linking to general information about common CSR platforms on their own websites.

Step 3: Registration and Selection

Upon accessing the portal, the employee opts in voluntarily. They are then presented with a search tool to find their desired charity. This is where your organization’s visibility is paramount. The donor must be able to find you easily by name or tax ID.

During this stage, the donor selects your nonprofit and determines the structure of their gift. They choose the amount they wish to donate per paycheck and whether this will be a one-time gift or a recurring deduction. The recurring option is the gold standard for nonprofits, as it ensures steady cash flow.

Step 4: The Automatic Deduction

Once the selection is saved, the manual work for the donor is finished. The Payroll Giving process moves to the employer’s finance team. The selected donation amount is automatically deducted from the employee’s salary during each pay cycle.

Crucially, this often happens before tax is calculated. This structure lowers the employee’s taxable income, making the donation less “expensive” for the donor while the nonprofit receives the full face value of the contribution.

Step 5: Processing and Disbursement

Finally, the employer’s payroll team aggregates the deducted funds and sends them to the payroll giving agency or platform. This platform consolidates donations from various employees (and sometimes various companies) and forwards the funds to the chosen charities, typically on a monthly basis.

Quick Tip: Nonprofits often receive these funds as a lump sum wire transfer or check. It is essential to log into the vendor portal (like Benevity or CyberGrants) to download the detailed report that includes donor names and contact info. Without this report, you cannot properly thank your donors!

Setting the Foundation: Registration and Visibility

You cannot receive a direct deposit if the processing platform doesn’t know you exist. Before you ask donors to navigate the Payroll Giving process, you must ensure your nonprofit is visible and eligible to receive funds within these corporate systems.

Verify Your Standing

Most payroll giving platforms have strict vetting processes. They require your organization to be a registered charity in good standing, such as a 501(c)(3) in the U.S. Before expecting revenue, confirm your legal status is active and resolve any outstanding regulatory flags or tax issues.

Register with CSR Platforms

There isn’t one single “payroll giving” website; there are many. Employers contract with different vendors to manage these programs. To maximize your reach, you should register with the platforms most commonly used by employers in your region.

Common platforms include:

• Benevity
• Blackbaud
• CyberGrants
• YourCause
• America’s Charities

The registration process typically involves submitting your tax ID, proof of nonprofit status, mission statement, and banking details for direct deposit . Once approved, you will appear in the search results when employees at thousands of companies look for charities to support.

Marketing the Opportunity to Donors

Now that you understand the mechanics and have established your presence on the platforms, it is time to market the Payroll Giving process to your supporters. Most donors do not know this option exists, so education is your primary tool.

Build a Dedicated Landing Page

Create a specific page on your website dedicated to workplace giving. This serves as a central hub where you can explain what payroll giving is in simple, user-friendly terms.

On this page, include:

• A clear explanation of the benefits, such as tax efficiency and convenience.
• Step-by-step instructions on how to enroll via common employer portals.
• An employer search tool to help them verify their eligibility immediately.
• Impact stories illustrating how small, regular deductions accumulate into significant change.

Integrate into Email Communication

Email remains a highly effective channel for donor communication. You don’t need to send a dedicated “payroll giving” email every week; instead, weave it into your existing flows.

• Newsletters: Include a “Workplace Giving” section in your monthly update.
• Thank You Emails: In your donation receipts, include a P.S. that says, “Want to make your giving automatic? Ask your employer about payroll deductions!”
• Segmentation: Target donors who have given smaller amounts frequently. These individuals are prime candidates for converting to a payroll deduction model.

Normalize Giving on Social Media

Use your social channels to normalize the concept of giving through work. Share educational posts that explain the tax benefits or simple infographics showing the Payroll Giving process. Use hashtags like #GiveThroughWork or #PayrollGiving to join the broader conversation.

Quick Tip: Frame your marketing around “convenience.” Remind donors that payroll giving eliminates the need to enter credit card numbers or remember to write a check. It is the easiest, most budget-friendly way to support the cause they love.

The Power of Matching Gifts

You cannot talk about payroll giving without talking about matching gifts. The two are natural allies. Many companies that offer payroll deduction also offer to match those contributions, doubling the value of the employee’s gift.

When an employee sets up a recurring payroll deduction, they are often prompted right then and there to apply for a match. This makes the Payroll Giving process one of the most efficient ways to secure matching gift revenue because the donor doesn’t have to return later to submit a separate request.

Leveraging the Synergy

• Education: explicitly tell donors that their payroll contributions are often match-eligible. “Your $50 paycheck donation could become $100 for our mission automatically”.
• Search Tools: Provide a search tool (like Double the Donation) on your site where donors can check if their employer offers both payroll giving and matching gifts.
• Campaigns: Run a “Double Your Impact” campaign specifically targeting workplace givers, encouraging them to activate the matching component of their payroll deduction.

Measuring Success and KPIs

Implementing a strategy is only the first half of the battle; tracking it is the second. To optimize your Payroll Giving process and strategy, you must monitor specific metrics that indicate health and growth.

Essential KPIs to Track

• Total Revenue: Track the total dollar amount coming specifically from payroll giving sources to assess overall financial return.
• Active Payroll Donors: Monitor the number of individuals contributing via payroll. Growth in this number indicates successful marketing awareness.
• Donor Retention Rate: Compare the retention rate of payroll donors versus one-time donors. A high rate here signals strong program stickiness.
• Employer Participation: Identify which companies employ the most payroll donors. This data tells you where to focus your corporate partnership efforts.

utilizing Reporting Tools

Don’t rely on guesswork. Use the analytics provided by the CSR platforms (like Benevity or YourCause) and your own CRM. Consolidate this data into a centralized dashboard to visualize trends over time. Regular reviews of this data—monthly or quarterly—will reveal if your messaging is working or if donors are dropping off at a specific point in the process.

Wrapping Up & Next Steps

The Payroll Giving process offers a unique opportunity for nonprofits to build a foundation of sustainable, recurring revenue. It transforms the act of giving from a transactional decision into a habitual part of a donor’s financial life. By lowering administrative overhead and increasing donor retention, payroll giving creates a win-win scenario for both the organization and the supporter.

However, these funds do not appear by magic. They require you to lay a strong foundation by registering with portals, actively marketing the opportunity, and guiding your donors through the steps of eligibility and registration. When you combine this with the power of matching gifts, you unlock a scalable revenue source that can fuel your mission for years to come.

Ready to get started?

• Audit your registrations: Ensure you are listed on major platforms like Benevity and YourCause.
• Build your hub: Create a dedicated workplace giving page on your website today.
• Leverage technology: Explore tools like Double the Donation to help donors easily identify their eligibility and employer programs.

Take the first step toward predictable revenue today by integrating payroll giving into your core fundraising strategy. See how Double the Donation’s payroll giving module can help!

Acquiring a new volunteer is exciting. Finding a volunteer who works for a company with a corporate giving program is a financial victory. But keeping that volunteer engaged, active, and consistently submitting grant requests year over year? That is the key to sustainable growth. Retaining volunteer grant supporters is one of the most effective ways to build a reliable pipeline of unrestricted revenue while simultaneously strengthening your community of advocates.

Many nonprofits view volunteer grants (also known as “Dollars for Doers”) as a one-off bonus. A volunteer logs their hours, the company cuts a check, and the transaction is viewed as complete. This transactional mindset leaves money on the table. When a supporter realizes that their time has a monetary value to your organization, they often feel a deeper sense of purpose and commitment. If you can nurture that feeling, you transform a casual volunteer into a recurring donor of both time and money.

The challenge lies in the mechanics. Supporters get busy, they forget to log hours, or they are unaware that their grant eligibility resets every year. Without a proactive retention strategy, you risk losing not just the volunteer’s labor, but the corporate funding attached to it.

In this guide, we’ll cover:

• The symbiotic relationship between volunteer retention and grant revenue
• How to communicate the “double impact” to keep supporters motivated
• Strategies for collecting employment data to personalize outreach
• The importance of the “double thank you” in donor stewardship
• Leveraging technology to automate reminders and prompts
• Building corporate communities to foster peer accountability

By implementing these strategies, you can move beyond one-time submissions and create a culture where volunteer grants are a standard, recurring expectation of service.

The Value of the Volunteer Grant Supporter

To understand why retention is so critical, you must first understand the financial weight these individuals carry. Volunteer grants are corporate philanthropy programs where companies provide monetary donations to nonprofits based on the number of hours their employees volunteer. These programs are more prevalent than many realize, with approximately 40% of Fortune 500 companies offering them.

The financial impact is significant. 80% of companies with these programs offer between $8 and $15 per hour volunteered. Some are even more generous; for example, Microsoft provides $25 per hour, and ExxonMobil offers $500 for every 20 hours served.

When you retain a volunteer eligible for these grants, you are essentially retaining a mid-level donor. Let’s say a volunteer commits 50 hours a year at a company offering $20/hour. In that case, they are worth $1,000 in revenue plus the value of their labor. If that volunteer churns after one year, you lose that revenue stream. But if you retain them for five years, that relationship is worth $5,000 in unrestricted funds.

Did You Know? The average employee participation level for volunteer grants sits at just 3% . This low number is rarely due to a lack of interest but rather a lack of awareness. By retaining and educating your existing volunteers, you can significantly outperform this average.

Volunteer Grants as a Retention Tool

Interestingly, the relationship between grants and retention works both ways. Not only does retaining volunteers lead to more grants, but promoting grants actually helps retain volunteers.

Volunteers stay when they feel their contribution matters. When you educate a supporter about their eligibility for a volunteer grant, you are showing them that their time is literally twice as valuable as they thought. This realization can be a powerful motivator. It validates their effort and gives them a concrete metric of their impact beyond the physical work they perform.

Furthermore, participating in corporate volunteerism builds a stronger connection between the employee, their company, and your nonprofit. 96% of employees who participate in corporate volunteerism report having a positive company culture . By facilitating this connection, you become a partner in their professional satisfaction, making them more likely to stick with your organization over others.

Strategy 1: The “Double Thank You” Approach

Stewardship is the cornerstone of volunteer retention. For volunteer grant supporters, standard acknowledgement is not enough. You need a strategy that recognizes both their labor and their leverage.

The Immediate Acknowledgement

When a volunteer completes a shift or project, they should receive a thank-you for their time. This is standard practice. However, for grant-eligible volunteers, this communication should include a subtle reminder of their unique status.

• Example: “Thank you for the 5 hours you spent with us today! We know your time is valuable, and thanks to [Employer Name], those hours are also worth $100 to our mission.”

The Grant Acknowledgement

When the check from the corporation actually arrives, you must thank the volunteer again. Do not just thank the company. The company only wrote the check because the employee did the work.

• Example: “We just received a $500 grant from [Employer Name] in recognition of your service! This was entirely due to your hard work. Thank you for being a champion for us both in the field and at your workplace.”

This “double thank you” reinforces the behavior you want to see. It closes the loop and confirms to the volunteer that their administrative effort in submitting the request resulted in real money for the cause.

Strategy 2: Data-Driven Outreach

You cannot retain what you do not track. To effectively retain volunteer grant supporters, you need to know who they are and where they work. One of the most critical steps is to collect employment information as supporters engage with you.

Capture Data at Registration: Include an optional “Employer” field on all volunteer sign-up forms. This allows you to screen for eligibility before the volunteer even arrives. If you know a volunteer who works for Verizon, you know they are eligible for a $750 grant after 50 hours. You can then tailor your retention plan for that individual to ensure they hit that 50-hour threshold.

Segment Your Lists: Do not send generic appeals to your high-value corporate volunteers. Create a segment in your CRM for “Grant-Eligible Volunteers.” Communications to this group should always reference their unique ability to generate funds.

• Generic email: “We need volunteers for our upcoming gala.”
• Targeted email: “As an employee of [Company], your volunteer hours at our gala could unlock a $500 grant. Join us and double your impact!”

Strategy 3: The “Annual Reset” Campaign

Most volunteer grant programs operate on a calendar year. Limits reset, and hours must be logged within specific timeframes. A major reason for donor attrition is simply forgetting to submit hours before the deadline or forgetting to restart the habit in the new year.

The Year-End Push

In November and December, run a campaign specifically targeting volunteers who have logged hours but haven’t hit their grant thresholds or haven’t submitted their requests. Remind them that “money is being left on the table” and provide a direct link to their company’s submission portal.

The New Year Kickoff

In January, send a “Welcome Back” message. Remind your supporters that their grant potential has reset.

• Message: “New Year, New Impact! Your 20 hours of VTO and volunteer grant eligibility have reset. Let’s make 2025 our best year yet.”

Quick Tip: Use deadlines to your advantage. Many companies have a submission deadline of January 31st or March 31st for the previous year’s hours. Send a countdown email (“Only 5 days left to claim your grant!”) to drive urgency and secure retention.

Strategy 4: Gamification and Milestones

Retaining volunteer grant supporters requires keeping them engaged over the long haul. Gamification—using milestones, badges, and progress bars—can be highly effective.

Track Progress Toward Grants

If you know a volunteer needs 20 hours to trigger a grant (like at ExxonMobil ), keep them informed of their progress.

• Here’s an example: “[Volunteer Name], you have volunteered 15 hours! Just 5 more hours, and you unlock a $500 grant from ExxonMobil. Sign up for a shift this week to cross the finish line.”

Celebrate Milestones

When a volunteer hits a milestone, celebrate it publicly (with their permission). Feature them in your newsletter or on social media as a “Corporate Champion.” Highlighting their dual contribution of time and money creates a sense of pride and encourages them to maintain that status.

Strategy 5: Leverage Group Dynamics

People are more likely to stay engaged if they feel part of a community. Group volunteer events are excellent for this, but they are also a goldmine for volunteer grants.

The Corporate Team Approach

Encourage your existing grant-eligible volunteers to bring colleagues. If you have one retained volunteer from Home Depot, ask them to organize a “Home Depot Day” at your nonprofit. This not only recruits new potential supporters but solidifies the original volunteer’s role as a leader and advocate.

Foster Healthy Competition

If you have clusters of volunteers from different major employers (e.g., a group from Deloitte and a group from Bank of America), create a friendly challenge. “Which corporate partner can log the most grant-funded hours this quarter?” This taps into company pride and keeps volunteers coming back to ensure their team wins.

Strategy 6: Simplify the Process with Technology

The number one enemy of retention is friction. If submitting a volunteer grant request is difficult, volunteers won’t do it, and they might stop volunteering altogether if they feel their time isn’t being maximized.

Automate the Discovery: Invest in workplace giving software. Tools like Double the Donation allow you to integrate employer search functionality directly into your forms. This empowers volunteers to discover their own eligibility instantly, without your team needing to do manual research .

Provide Direct Access: Don’t just tell them to “submit a request.” Make sure to share the direct URL to their company’s specific portal. You can even provide a “Cheat Sheet” of instructions for the top 10 employers in your donor base. By removing the administrative burden, you make it easy for them to say yes to supporting you again and again.

Trigger Email Reminders: Use automation to send the right message at the right time. If a volunteer checks in for their 20th hour, your system should automatically trigger an email: “Congratulations on 20 hours! You are now eligible for the [Company Name] grant. Here is the link to submit it.” This timeliness prevents opportunities from slipping through the cracks.

Strategy 7: Communicate Impact Continuously

Retention is ultimately about relationships, and relationships are built on shared value. You must continuously prove to your volunteers that their grant makes a difference.

Specific Impact Reporting

Don’t just put the money in the general fund and stay silent. Tell the volunteer exactly what their grant bought.

• Example: “The $500 grant from your volunteer hours purchased 50 new books for our literacy program.”

The “Insider” Feeling

Treat your volunteer grant supporters as insiders. Give them early access to event registration, exclusive updates from your Executive Director, or invites to special appreciation events. When they feel like an integral part of the team, they are far less likely to churn.

Did You Know? Supporters are more likely to get involved and continue their support over time when their time is compensated by their employer. By validating their financial contribution, you validate their personal time investment.

Wrapping Up & Next Steps

Retaining volunteer grant supporters is not a passive activity. It requires a deliberate strategy that combines data collection, personalized communication, and a culture of gratitude. By shifting your focus from simply filling volunteer slots to nurturing corporate advocates, you unlock a sustainable source of revenue that grows alongside your volunteer base.

Remember, every hour a grant-eligible volunteer gives you is an opportunity for double impact. Don’t let that opportunity walk out the door at the end of a shift. To get started, audit your current volunteer list. Identify who works for grant-making companies using a corporate giving database tool. Then, implement the “Double Thank You” strategy immediately for any new grants that come in.

Ready to take your corporate fundraising to the next level? Request a demo with Double the Donation Volunteering to see how our automation tools can help you identify, track, and retain your most valuable corporate supporters today.

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:

• The fundamentals and financial potential of volunteer grant programs
• Strategies for capturing employment data to tailor your outreach
• How to effectively communicate the “double impact” of volunteering
• Mastering the post-event follow-up to secure grant requests
• Creating a digital infrastructure that supports volunteer grant submissions
• Leveraging technology to automate and scale your efforts
• Building long-term corporate partnerships through volunteer stewardship

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!