4 Email Templates to Boost Payroll Giving Participation
Payroll giving is one of the simplest and most effective ways for nonprofits to secure steady, recurring donations. Yet many organizations struggle to fully leverage this fundraising channel, largely because they lack clarity and compelling communication with their supporters. That’s where well-crafted outreach, such as these email templates to boost payroll giving, comes in.
In this post, we’ll share four proven email templates designed to drive payroll giving participation, from introducing the concept to thanking committed donors and more:
- Email #1: Introduction to Payroll Giving
- Email #2: Does Your Employer Offer Payroll Giving?
- Email #3: Thank You for Your Support
- Email #4: Matching Gift Reminder for Payroll Giving
Whether you’re new to payroll giving or you’re looking to refresh your existing communications, these emails will help you engage supporters and grow a vital revenue stream.
In other words, with the right messaging at the right time, you can educate your audience, motivate participation, and build long-term loyalty through payroll giving.
Let’s begin!
Email #1: Introduction to Payroll Giving
About the email:
Looking to introduce your supporters to the world of payroll giving? This template is designed to provide you with a framework with which to make your audience aware of the opportunity—including what it is, how it benefits, and how to get started.
Email template:
[Subject line] Introducing Payroll Giving: Easy, Automatic, Meaningful
[Name],
Did you know there’s an easy and impactful way to support [Nonprofit]—right from your workplace? It’s called payroll giving, and it allows you to make automatic, tax-deductible donations directly from your paycheck.
Why Payroll Giving?
- 🧾 Convenient: Donations are deducted automatically—no need to set reminders.
- 💸 Tax-Efficient: Your gift is often deducted pre-tax, reducing your taxable income.
- 🎯 Consistent Support: Regular contributions help us plan ahead and sustain our work.
Whether you give $5 or $50 per pay period, payroll giving adds up to lasting change.
Here’s How You Can Get Started:
- Contact your HR or payroll department to inquire about the availability of payroll giving.
- Let them know you’d like to support [Nonprofit].
- Set your recurring donation amount—it’s that easy!
If you need any help or documentation from our team, just reply to this email. We’re happy to assist!
As always, thank you for being part of our community and for considering this simple yet powerful way to give.
With ongoing gratitude,
[Your Name, Title]
[Nonprofit]
[Contact Info]
Email #2: Does Your Employer Offer Payroll Giving?
About the email:
If you want to help your supporters discover whether they have access to payroll giving, this email is designed to spark that curiosity. The pre-written template shares real eye-opening stats about the prevalence of payroll giving programs. Plus, it encourages readers to connect with their HR teams to see if it’s an option—all while positioning it as an easy, impactful way to give.
Email template:
[Subject line] Does Your Employer Offer This Giving Option?
An Easy Way to Give—Offered by Thousands of Employers
Hi [Name],
Here’s a powerful fact: over 30 million employees have access to payroll giving through their employing companies—and many don’t even realize it!
Payroll giving lets you make automatic donations directly from your paycheck to organizations like [Nonprofit]. It’s one of the simplest and most effective ways to support the causes you care about.
Interested? Take 2 minutes to ask your HR or payroll team if your company offers a workplace giving or payroll deduction program. If they do, simply designate [Nonprofit] as your charity of choice.
Thank you for supporting [Nonprofit] in ways that make the most sense for you. Payroll giving might be one of the easiest and most impactful ways to help us carry our mission forward.
Best regards,
[Name]
[Nonprofit]
[Contact Info]
Email #3: Thank You for Your Payroll Giving Support
About the email:
Don’t forget to show your gratitude, either! This email template is designed to recognize and thank supporters who give through payroll deductions. It reinforces the value of their ongoing contributions, highlights the impact of consistent giving, and offers support if they have any additional inquiries.
Email template:
[Subject line] You’re Powering Change, One Paycheck at a Time
Thank You for Being a Payroll Giving Champion
Hi [Name],
We just wanted to take a moment to say thank you for choosing to support [Nonprofit] through payroll giving.
Your consistent generosity—automatically gifted from each paycheck—makes a lasting impact on our work. Whether you’re helping us [insert brief mission-related example, like “deliver meals to families,” “protect local wildlife,” or “fund vital research”], your support is fueling real change in our community.
- 💸 Your donations add up to significant support over the course of your giving
- 💪 Regular gifts help us plan long-term and respond quickly to urgent needs
- 🧡 You’re part of a special group of donors making giving a seamless habit
We truly couldn’t do this without you.
If you ever need to update your payroll gift, get documentation for your records, or learn about other ways to increase your impact (like employer matching), just reach out—we’re here to help!
With heartfelt thanks,
[Your Name]
[Nonprofit]
[Contact Info]
Email #4: Matching Gift Reminder for Payroll Giving
About the email:
Make payroll giving go even further! This template is a friendly reminder for payroll giving donors to check if their employer also offers a matching gift program (as many do). It explains how matching works and how to get started, and encourages donors to take a simple step that could significantly increase their impact—all while reinforcing appreciation for their ongoing support.
Email template:
[Subject line] Reminder: Get your payroll donations matched!
2X the Impact: Your Payroll Gift Might Be Eligible for a Match
Hi [Name],
Thank you again for giving through payroll—your consistent support means so much to us at [Nonprofit].
But here’s something you might not know: your employer may match your payroll donations, potentially doubling (or even tripling) the impact of your gift!
Here’s How It Works:
Many companies offer matching gift programs for charitable contributions made through payroll deductions. All you need to do is:
- Search our company database [link to matching gift page] to locate matching gift information for your company.
- Follow the provided instructions to submit a simple form (often online) with our nonprofit information.
- That’s it! Your employer reviews the request and sends an additional donation our way.
It’s an easy, no-cost way to make your generosity go even further.
With double the thanks,
[Name/Title]
[Nonprofit]
[Contact Info]
P.S. Some companies have deadlines for submitting matching gift requests—so don’t wait to check!
Wrapping Up & Additional Payroll Giving Resources
Effective communication is the key to unlocking the full potential of payroll giving for your nonprofit. By using these four targeted email templates, you can guide your supporters through every stage of the donor journey—from awareness to enrollment, reminders, and gratitude.
Ready to get started? Customize these templates to fit your nonprofit’s brand voice and watch your payroll giving program thrive.
Plus, check out these additional recommended resources to continue growing your knowledge of all things payroll giving:
- How to Register Your Nonprofit for Payroll Giving [6 Steps]. This straightforward guide breaks down the essential steps your nonprofit needs to take to get registered with payroll giving platforms and employer programs. Perfect for organizations just starting out, it ensures you don’t miss any critical details in the registration process.
- 7 Strategies for Marketing Payroll Giving to Your Supporters. Learn actionable marketing tactics tailored specifically for promoting payroll giving. From email campaigns to social media tips, this resource helps you effectively raise awareness and boost participation among your donor base.
- Tracking Payroll Giving: A Nonprofit’s Step-by-Step Guide. Discover how to monitor and analyze your payroll giving revenue with this comprehensive guide. Learn which metrics matter most and how to use data-driven insights to optimize your fundraising efforts over time.
