Advocating for a Volunteer Grant Program-Supporter’s Guide

Advocating for a Volunteer Grant Program: Supporter’s Guide

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Your volunteers are the heartbeat of your organization. They show up early to set up events, they stay late to clean up, and they dedicate their unique skills to furthering your mission. But what if their impact could go even further? What if every hour they donated also resulted in a monetary contribution to your cause? This is the power of a volunteer grant program. While many major corporations already offer these “Dollars for Doers” initiatives, thousands of companies have yet to formalize their corporate philanthropy. This presents a unique opportunity for your nonprofit: empowering your supporters to champion the cause from the inside out.

Advocating for a volunteer grant program is a strategic move that transforms your volunteers from supporters into partners in revenue generation. When an employee approaches their leadership with a well-structured proposal for a corporate giving program, they are not just asking for money. They are offering a solution to employee engagement, retention, and corporate social responsibility (CSR) challenges. As a nonprofit professional, your role is to equip these volunteers with the data, the narrative, and the confidence to make that pitch successfully.

In this guide, we’ll cover:

By the end of this article, you will have a roadmap for turning your most passionate volunteers into corporate ambassadors who can unlock new, sustainable revenue streams for your mission.

Understanding the Value of Volunteer Grants

Before asking a volunteer to approach their boss, it is essential to understand exactly what is being requested. Volunteer grant programs are corporate giving initiatives where companies provide monetary donations to eligible nonprofits as a recognition of the time their employees volunteer. For example, a company might donate $500 for every 20 hours an employee serves, or they might offer a set rate of $25 per volunteer hour.

These programs effectively bridge the gap between time and money. For the nonprofit, it means unrestricted revenue. For the volunteer, it validates their personal sacrifice of time. And for the company, it provides a tangible way to support the community while boosting employee morale.

Despite these clear benefits, many small to mid-sized businesses simply have not considered implementing a program because they lack the framework or assume it is too administratively burdensome. This is where your advocacy (and the advocacy of your existing supporters) comes in.

Preparing for Advocacy: Research and Alignment

The first step in advocating for a volunteer grant program is not the pitch itself, but the preparation. You need to help your volunteer understand their company’s current landscape. Sending a volunteer into a meeting with the CEO without background knowledge is a recipe for failure. Instead, encourage them to act as a consultant analyzing the company’s culture.

Analyze the Current Culture

Does the company already participate in community events? Do they sponsor a local Little League team or host an annual food drive? If a company already demonstrates a propensity for giving, formalizing a volunteer grant program is a natural evolution rather than a radical shift.

Review Competitor Offerings

Nothing motivates corporate leadership quite like competition. If a direct competitor or a similar-sized company in the same region offers a volunteer grant program, that is a powerful leverage point. Help your volunteer research industry standards. For instance, 40% of Fortune 500 companies offer volunteer grant programs. If their employer wants to compete for top talent, they need to match the benefits packages of industry leaders.

Quick Tip: Use resources like Double the Donation’s corporate giving database or public CSR reports to find examples of companies in the same industry that already have successful volunteer grant programs. Concrete examples make the concept feel less risky to hesitant executives.

Building the Business Case: The “Why” for the Company

When a volunteer walks into their HR director’s office, they should not lead with how much the nonprofit needs money. They must lead with how the company will benefit from the program. Corporate philanthropy is an investment, and like any investment, leadership wants to see a Return on Investment (ROI).

Employee Engagement and Retention

The strongest argument for advocating for a volunteer grant program is talent management. Modern employees, particularly Millennials and Gen Z, demand more from their employers than just a paycheck. They want to work for organizations that share their values. Studies consistently show that companies with robust CSR programs have lower turnover rates and higher employee satisfaction scores.

Skill Development

Volunteering is often an unofficial training ground. An employee who serves on a nonprofit board learns governance and strategic planning. An employee who organizes a fundraising walk learns project management and logistics. By supporting these activities through grants, the company is effectively subsidizing professional development that benefits their own workforce.

Brand Reputation and Community Relations

Consumers vote with their wallets, and they increasingly favor companies with a strong social conscience. A volunteer grant program provides excellent fodder for marketing and public relations. It allows the company to say, “We don’t just write checks; our people show up, and we back them up.”

Did You Know? Companies with engaged employees see 81% lower absenteeism and 43% lower turnover. When you pitch a volunteer grant program, you are actually pitching a strategy to improve the company’s bottom line through a happier, more stable workforce.

Identifying the Decision Maker

Knowing who to pitch is just as important as knowing what to pitch. In a massive corporation, the decision might lie with a CSR department or a foundation director. However, in the small to mid-sized businesses where advocacy is most needed, the decision-maker is likely different.

Human Resources (HR)

For many companies, volunteer grants fall under “Employee Benefits.” HR directors are often the best entry point because they are directly responsible for employee engagement and retention strategies. They are the ones feeling the pain of turnover and looking for cost-effective ways to boost morale.

Marketing and Public Relations

If the company is focused on brand image, the Marketing Director might be the champion you need. They will see the value in the “good news stories” generated by the grants.

The C-Suite

In smaller companies, the CEO or owner makes every financial decision. If the volunteer has a direct line to leadership, a casual conversation expressing their passion for the nonprofit can plant the seed.

Drafting the Proposal: What to Say

Once the research is done and the target is identified, it is time to construct the pitch. Your nonprofit can support the volunteer by providing a template or talking points, but the request needs to come authentically from the employee.

The Introduction

The volunteer should start by expressing their gratitude for working at the company and their passion for their community service. Example: “I’ve been volunteering with [Nonprofit Name] for two years, and it has been an incredibly rewarding experience that helps me stay energized in my work here.”

The Problem

Identify the gap. Example: “I’ve noticed that while many of our competitors offer volunteer grant programs to support employee passions, we don’t currently have a formal way to recognize this service.”

The Solution

Propose the volunteer grant program. Example: “I would love to see us implement a volunteer grant program. It’s a simple system where the company donates a set amount for every hour an employee volunteers. It would show the team that the company values our time and our community.”

The Ask

Don’t ask for a massive budget immediately. Ask for a conversation or a pilot. Example: “Could we set up a brief meeting to discuss what a pilot program might look like? I have some data on how this could boost our employee engagement scores.”

Overcoming Common Objections

When advocating for a volunteer grant program, resistance is normal. Companies are protective of their budgets and wary of administrative bloat. Prepare your volunteers to answer these common concerns.

  • Objection: “We can’t afford it.”
    • Response: Volunteer grants are scalable. You can cap the total donation per employee (e.g., $500 per year) and the total program budget. Unlike a blank check, the company controls the maximum exposure. Furthermore, the cost of the grants is often tax-deductible, and it is significantly cheaper than the cost of recruiting new employees to replace those who leave due to disengagement.
  • Objection: “It’s too much paperwork to manage.”
    • Response: Technology has solved this. There are numerous third-party platforms (CSR software) that verify hours and process payments automatically. For smaller programs, a simple form signed by the nonprofit is all that is needed. The administrative burden is minimal compared to the cultural payout.
  • Objection: “How do we know the charities are legitimate?”
    • Response: The policy can restrict grants to 501(c)(3) organizations in good standing. This ensures the funds are going to verified charitable causes and not political or controversial groups.

Quick Tip: Suggest a “Dollars for Doers” pilot program for a single quarter or for a specific department. This allows the company to test the waters, see the employee response, and measure the budget impact before rolling it out company-wide.

Free Template: Advocating for a Volunteer Grant Program

Empower your supporters to advocate effectively. Your team can make it easy by providing helpful resources such as this pre-written template!

Subject: Proposal: Enhancing Employee Engagement through Corporate Volunteer Grants

Dear [Name of HR Director or Manager],

I am writing to you today because I am proud to work for a company that values [mention a specific company value, e.g., community, leadership, or integrity]. My experience working here has been incredibly rewarding, and I wanted to share an idea that could help us further strengthen our culture and employee engagement.

As you may know, outside of my role at [Company Name], I actively volunteer with [Nonprofit]. Dedicating my time to this cause helps me build leadership skills and stay energized, which I strive to bring back to my work every day.

I have noticed that many companies in our industry are implementing Volunteer Grant programs (often called “Dollars for Doers”) to recognize this kind of service. Currently, we do not have a formal way to recognize or match the time employees dedicate to the community.

The Proposal I would love to see [Company] consider launching a pilot volunteer grant program. This is a simple initiative where the company provides a modest monetary donation (e.g., $250 or $500) to a nonprofit once an employee has volunteered a specific number of hours (e.g., 20 hours) with them.

Why It Matters for [Company]

  • Employee Retention: It shows the team that the company values our passions and our time, which is a key driver for satisfaction.
  • Professional Development: It effectively subsidizes the soft skills (like project management and teamwork) that employees learn while volunteering.
  • Brand Reputation: It creates powerful stories about our team’s community impact that we can share with clients and customers.

I am not asking for a large budget commitment today. I would simply like to request a brief 15-minute meeting to share some research I’ve found on how a “pilot program” could work and the potential return on investment for our team.

Thank you for your time and for continuing to make [Company] a great place to work.

Best regards,

[Your Name]
[Your Job Title]

The Nonprofit’s Role: Supporting the Advocate

While the volunteer makes the pitch, the nonprofit provides the ammunition. You cannot be passive in this process. You must actively resource your supporters to be effective advocates.

Create an Advocacy Toolkit

Don’t make your volunteers reinvent the wheel. Instead, create a digital toolkit that includes:

  • A one-page summary of the benefits of corporate philanthropy.
  • Sample letters or emails they can send to HR (such as the one above).
  • A graphic showing the impact of a potential grant (e.g., “$500 buys school supplies for 20 kids”).
  • Your nonprofit’s Tax ID and proof of 501(c)(3) status.

Verify Hours Promptly

If a company agrees to a pilot, your responsiveness is critical. When a volunteer logs hours, verify them immediately. If the administrative side is slow or difficult on your end, the company may decide the program is too much hassle to continue with.

Showcase the Impact

When a volunteer successfully advocates for a grant, celebrate it! Feature the volunteer and their company in your newsletter. Send a personalized thank-you note to the company leadership. Showing the company the public recognition they receive reinforces the decision and encourages them to renew or expand the program.

Establishing Program Parameters

If the company is interested but unsure how to structure the program, your volunteer can offer suggestions based on industry standards. This positions them as a helpful partner rather than just a requester.

Standard Thresholds

Most companies require a minimum number of hours to trigger a grant. A common threshold is 10 to 20 hours per year. This ensures the employee is committed before funds are disbursed.

Grant Amounts

Suggest a starting rate of $10 to $15 per hour, or a flat tier system (e.g., $250 for 20 hours, $500 for 50 hours).

Eligible Organizations

Advise the company to keep the eligibility broad (any 501c3) to be most inclusive of employee passions, rather than restricting it to a single cause.

Wrapping Up & Next Steps

Advocating for a volunteer grant program is a long-term play. It might take months of conversations, budget reviews, and policy drafting. However, the payoff is substantial. A single new corporate program can generate revenue for your nonprofit for decades to come.

By empowering your volunteers to take this step, you are doing more than asking for money. You are helping them build a better workplace and fostering a deeper connection between their professional lives and their philanthropic passions.

Ready to get started?

  • Audit your volunteer list: Identify volunteers who work for mid-sized local companies that may not have programs yet.
  • Reach out: Send a personal email to your most dedicated volunteers asking if they would be willing to be an advocate.
  • Equip: Send them the toolkit and offer to do a role-play call to practice the pitch.

Your volunteers are already giving you their time. With a little support, they can give you the key to unlocking corporate treasury. Start the conversation today; request a personalized demo of Double the Donation Volunteering to see how our tools can help.

Navigating Volunteer Time Off Guidelines for Nonprofits

Navigating Volunteer Time Off Guidelines for Nonprofits

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The scarcest resource for any nonprofit is not always funding; often, it is time. You have the mission and the vision, but you need the hands-on support to execute it. Conversely, for your supporters, the desire to help is frequently overruled by the demands of the 9-to-5 workday. This friction between the need for help and the lack of time is exactly what Corporate Volunteer Time Off (VTO) is designed to eliminate. However, simply knowing that VTO exists isn’t enough. To truly capitalize on this corporate benefit, your organization must understand the specific rules of the road: volunteer time off guidelines.

Corporate VTO programs are governed by strict policies that dictate who can volunteer, when they can do it, and for which organizations. These guidelines serve as the gatekeepers to thousands of hours of skilled, energetic, and cost-free labor. When a nonprofit development team takes the time to understand these parameters, they stop viewing VTO as a vague concept and start seeing it as a predictable resource. You can design shifts that fit perfectly into corporate “time blocks,” target employees who have the most hours to burn, and provide the exact verification documentation companies require.

In this guide, we’ll cover:

By mastering the nuances of these guidelines, you can position your nonprofit as the “easiest place to volunteer,” encouraging professionals to spend their paid leave advancing your mission rather than leaving those hours unused at the end of the year.

What Are Volunteer Time Off Guidelines?

Volunteer Time Off guidelines are the internal policies that corporations use to manage their employee volunteer programs. While the concept of VTO is simple (paying employees to volunteer during work hours), the execution can be complex. Companies must balance their philanthropic goals with business continuity. They cannot have their entire sales team vanish on the last day of the quarter, nor can they support organizations that conflict with their corporate values.

These guidelines function as a contract between the employer and the employee. They outline the rights, responsibilities, and limitations of the benefit. For the nonprofit, these guidelines are the “rules of engagement.” If you understand them, you can help your volunteers navigate them. If you ignore them, you risk scheduling events that no corporate partner can attend.

Did You Know? The adoption of VTO is accelerating rapidly. Approximately 66% of companies now offer some form of paid-release time for volunteering. However, utilization rates often lag because employees are unsure of the guidelines or fear asking their managers for time off. Nonprofits play a crucial role in validating this benefit.

Employee Eligibility: Who Gets the Time Off?

The first section of any VTO policy document defines who has access to the benefit. Unlike matching gift programs, which often extend to retirees and spouses, VTO is strictly an employee benefit, and usually a restrictive one. Understanding these distinctions helps you target your volunteer recruitment efforts effectively.

Full-Time vs. Part-Time Status

Standard guidelines typically reserve VTO for full-time, salaried employees. These individuals are often given a set bank of hours (e.g., 16 hours) to use annually. Part-time or hourly workers may have reduced benefits or may be excluded entirely to avoid complications with overtime pay and shift coverage. When recruiting, it is safer to assume that your corporate contacts in management or administrative roles have access to VTO, while hourly retail staff may not.

Probationary Periods

Most companies institute a waiting period for new hires. Guidelines often state that an employee becomes eligible for VTO only after completing 90 days or 6 months of employment. This is important for nonprofits to remember when engaging with new corporate partners. Don’t ask the newest hires to take a day off in their first week.

Performance Standing

VTO is a perk, not a right. Many guidelines include a clause stating that employees must be in “good standing” to request time off. If an employee is on a performance improvement plan or has attendance issues, their VTO request will likely be denied. This underscores the importance of VTO as a reward for high performers—the exact type of motivated, capable people you want volunteering at your organization.

Nonprofit Qualification: Does Your Mission Fit?

Just as with grants, companies put strict boundaries around where their employees can spend their time. They want to ensure their brand is associated with reputable, non-controversial organizations.

501(c)(3) Status

The baseline requirement in almost all volunteer time off guidelines is that the beneficiary organization must be a registered 501(c)(3) nonprofit. If you are a fiscally sponsored project or a community group without official status, employees may not be able to use VTO to support you.

Mission Alignment and Exclusions

While VTO policies are generally more permissive than cash grant policies, exclusions still apply. Common exclusions in VTO guidelines include:

  • Political Activities: Employees cannot use VTO to campaign for candidates or work at polling places.
  • Religious Worship: While volunteering at a church-run soup kitchen is usually permitted, using VTO to teach Sunday School or participate in religious services is typically banned.
  • Discriminatory Groups: Companies will not approve VTO for organizations whose policies conflict with their internal non-discrimination standards.

“Personal Interest” vs. Community Service

Guidelines often distinguish between hobbies and service. For example, coaching a child’s soccer team might be considered a personal interest activity that requires vacation time, whereas coaching a team for an at-risk youth program would qualify for VTO. Understanding this nuance helps you frame your volunteer opportunities correctly. You aren’t just offering “fun activities”; you are offering “community service opportunities.”

Quick Tip: If you are a religious organization, emphasize your secular community services (like food pantries or shelter operations) when pitching to corporate volunteers. Make it clear that the volunteer activity serves the general public and is not religious in nature to satisfy corporate compliance officers.

Understanding Hour Allocations and Caps

How much time can a volunteer actually give you? This is determined by the “allocation” section of the guidelines. This data is critical for planning your volunteer shifts. If you know a local company offers 8 hours of VTO, scheduling a 10-hour event creates a logistical problem for their employees.

The “Hours per Year” Model

Most companies allocate a specific bank of hours that resets annually.

  • 8 Hours (1 Day): Common for smaller companies or those new to VTO.
  • 16-20 Hours (2-2.5 Days): A standard benchmark for major corporations.
  • 40+ Hours (1 Week): Offered by leaders in CSR like Salesforce or Deloitte.

Incremental Usage

Guidelines also dictate how these hours can be used. Can an employee take 1 hour off every Friday to mentor a student? Or must they take full-day or half-day blocks?

  • Minimum Increments: Many policies require VTO to be taken in minimum increments of 2 or 4 hours to minimize disruption to the workday.
  • Shift Implications: If your volunteer shifts are only 1 hour long, it might be harder for employees with “4-hour minimum” policies to participate. Offering “half-day” shifts (e.g., 9 AM to 1 PM) is often the sweet spot that aligns with the majority of corporate guidelines.

Use It or Lose It

VTO hours almost never roll over to the next year. This creates a “use it or lose it” dynamic. This guideline creates a massive opportunity for nonprofits in Q4 (October, November, December). Employees realize they have 8 or 16 hours of unused VTO that will vanish on December 31st. Positioning your holiday opportunities as a way to “maximize your benefits” can drive a surge in year-end support.

The Request and Approval Workflow

Unlike showing up on a Saturday, VTO requires a formal approval chain. Understanding this workflow helps you set realistic timelines for recruitment. You cannot expect a corporate group to show up tomorrow; they need time to navigate their internal red tape.

The Advance Notice Requirement

Guidelines typically require employees to submit VTO requests at least 1 to 2 weeks in advance. For large groups, the lead time might be a month. This allows managers to ensure shift coverage.

Nonprofit Strategy: Market your VTO opportunities well in advance. “Plan your VTO day for next month” is a more effective call to action than “Help us tomorrow.”

Manager Discretion

The approval process almost always hinges on “business needs.” Even if an employee has hours available, their manager can deny the request if the team is busy.

Nonprofit Strategy: Provide volunteers with ammunition to pitch their managers. Give them a one-pager describing the skills they will build or the team-bonding aspects of the event. If the manager sees it as professional development, they are more likely to approve the time off.

The Tracking Portal

Employees usually have to log their request in an HR portal (like Workday, Benevity, or CyberGrants). They will need your organization’s details—address, Tax ID, and contact person—to complete the request. Providing this info upfront removes friction.

Verification Requirements and Compliance

Corporate generosity comes with a need for accountability. Companies need proof that their employees were actually volunteering and not just taking a day off to go to the beach. Volunteer time off guidelines spell out the verification process.

Proof of Service

After the event, employees are often required to submit some form of proof. This might be:

  • A signed letter from the nonprofit on letterhead.
  • An email confirmation from a volunteer coordinator.
  • A digital signature within the giving platform.

Compliance for Nonprofits

If you fail to verify these hours, the employee might get in trouble, or they might not get paid for that day. This damages your relationship with the donor.

Best Practice: Be proactive. Have a “VTO Verification Station” at your event where volunteers can get their forms signed before they leave. Alternatively, send an automated email immediately after the shift with a digital verification letter attached.

Did You Know? VTO verification is often the trigger for Volunteer Grants. Many platforms (like Benevity) treat the VTO verification as a logged hour for grant purposes. By verifying the time off swiftly, you may also be unlocking a check for $20 per hour served.

Leveraging Guidelines to Recruit Volunteers

Knowledge is only useful if it is applied. Once you understand the general structure of volunteer time off guidelines, you can use this information to revolutionize your recruitment strategy.

Targeted Shift Design

Stop designing volunteer shifts in a vacuum. Look at the guidelines of the top employers in your city. If the largest employer offers 4-hour blocks of VTO, ensure you have 4-hour shifts available on Tuesdays and Wednesdays (mid-week is often easier for VTO than Mondays or Fridays).

The “Benefit Reminder” Campaign

In your newsletters, don’t just ask for time. Remind donors of their own guidelines.

  • Subject Line: “You might have a paid day off waiting for you.”
  • Body: “Did you know that many local companies, including [Company A] and [Company B], offer 16 hours of paid Volunteer Time Off? Check your employee handbook guidelines—you might be able to join us for a shift without using vacation time!”

Empowering Employee Champions

Find the “super volunteer” within a specific company and arm them with knowledge about their own guidelines. Often, employees don’t read the handbook. If you can tell a volunteer, “Actually, your company guidelines allow you to bring a team of 10 people for a paid service day,” that volunteer becomes an internal advocate who recruits their colleagues for you.

Wrapping Up & Next Steps

Navigating volunteer time off guidelines allows your nonprofit to speak the language of the corporate world. It shows you respect your volunteers’ professional lives and understand the constraints they work under. By aligning your opportunities with these corporate policies—matching your shifts to their hour allocations, providing the necessary data for their approval workflows, and validating their service for compliance—you remove the friction from volunteering.

The result is a volunteer base that is more reliable, more skilled, and available during the critical business hours when you need help the most.

Ready to maximize your VTO potential?

  • Research: Identify the top 5 employers in your donor database and search for their specific VTO guidelines online (or ask a friendly donor to send you the policy).
  • Adjust: Review your volunteer calendar. Do you have “corporate-friendly” shifts that fit into 4 or 8-hour blocks?
  • Equip: Create a “VTO FAQ” for your website that lists your Tax ID and contact info so volunteers can easily fill out their request forms.

Start leveraging these guidelines today, and turn corporate policy into nonprofit power. Plus, see how Double the Donation Volunteering can help! Request a personalized demo today to get started.

Understanding Volunteer Grant Guidelines-A Helpful Guide

Understanding Volunteer Grant Guidelines: A Helpful Guide

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Corporate philanthropy is a vast landscape, often dominated by the headline-grabbing numbers of matching gift programs. But for nonprofits looking to diversify their revenue streams and maximize the value of their supporters, there is another avenue that is just as lucrative but frequently overlooked: volunteer grants. Also known as “Dollars for Doers,” these programs turn the time your volunteers dedicate to your cause into tangible financial support. However, unlocking this revenue requires navigating a specific set of rules known as volunteer grant guidelines.

Understanding these guidelines is the difference between leaving money on the table and building a robust, sustainable funding source. Every corporation that offers a volunteer grant program establishes its own unique set of criteria that determines who can participate, which nonprofits are eligible, and how much funding is available. For a nonprofit development team, mastering these nuances is essential for identifying opportunities and guiding volunteers toward a successful submission.

In this guide, we’ll cover:

By familiarizing yourself with the standard parameters of these programs, you can proactively identify eligible supporters in your database and provide them with the exact information they need to secure funding for your mission.

What Are Volunteer Grant Guidelines?

Volunteer grant guidelines are the rules and regulations set by a company to manage their employee giving programs. Just as a grant foundation has a Request for Proposal (RFP) outlining their funding priorities, corporations have policies that dictate how their charitable dollars are distributed. These guidelines ensure that the company’s philanthropic efforts align with their corporate values, budget, and social responsibility goals.

For the donor (your volunteer), these guidelines appear as a policy document in their employee handbook or CSR portal. For the nonprofit, they represent the checklist you must satisfy to receive a check. While every company is different, the guidelines almost always fall into four primary categories: employee eligibility, nonprofit eligibility, grant amounts, and submission deadlines.

Did You Know? Approximately 40% of Fortune 500 companies offer volunteer grant programs. Despite this prevalence, the average employee participation rate is only about 3%. This gap is largely due to a lack of awareness about program guidelines—both on the part of the employee and the nonprofit.

Qualifying Employee Types: Who Can Participate?

The first hurdle in any volunteer grant process is determining if the individual volunteer is eligible to request funds. Companies use employment status to define the boundaries of their program.

Full-Time Employees

In almost every case, full-time employees are eligible for the company’s standard volunteer grant program. They typically have access to the highest grant maximums and the broadest range of eligible activities.

Part-Time Employees

Many inclusive companies extend their giving programs to part-time staff. However, the guidelines may differ slightly. For instance, the maximum grant amount for a part-time employee might be lower than that of a full-time counterpart (e.g., capped at $2,500 annually vs. $5,000).

Retirees

This is a massive, often untapped demographic for nonprofits. Retirees frequently have the most time to volunteer, and many legacy corporations (like General Electric and Chevron) continue to honor their service by matching their volunteer hours with grants, even after they have left the workforce. Guidelines for retirees often mirror those for current employees, though the annual caps may be adjusted.

Spouses and Families

Some generous programs go a step further, extending eligibility to the spouses or domestic partners of employees. While less common, these guidelines can effectively double the potential revenue from a single household.

Nonprofit Eligibility: Which Organizations Qualify?

Just because an employee is eligible doesn’t mean the nonprofit is. Corporate volunteer grant guidelines include strict definitions of which types of organizations can receive funds.

501(c)(3) Status

The universal standard for eligibility in the United States is 501(c)(3) tax-exempt status. If your organization is a registered public charity, a private operating foundation, or a school, you will meet the baseline requirement for 99% of programs.

Mission Categories

Companies often align their giving with their corporate identity. For example, a healthcare company might prioritize health-related nonprofits, while a tech company might focus on STEM education. While most volunteer grant programs are “open” (meaning they fund any eligible 501(c)(3)), some have guidelines that restrict funding to specific sectors.

Common Exclusions

Almost all guidelines include a list of ineligible organizations. These typically include:

  • Political organizations or campaigns.
  • Religious organizations (unless the program is non-sectarian and open to the community, like a food pantry or homeless shelter).
  • Sports teams or clubs that are not registered charities.

Quick Tip: If you are a religious organization, don’t assume you are ineligible! Many companies will fund specific community programs run by religious groups (e.g., a soup kitchen) as long as the funds are not used for proselytizing or religious worship. Check the specific “anti-discrimination” or “community service” sections of the guidelines.

Volunteer Grant Amounts and Calculation Methods

How much is a volunteer hour worth? The answer lies in the calculation method defined in the guidelines. Companies typically use one of two models to determine the payout.

The Hourly Rate Model

This is the most common structure. The company assigns a specific dollar value to every hour volunteered.

  • Microsoft: Offers $25 per hour volunteered.
  • CarMax: Offers $10 per hour volunteered.
  • Apple: Offers $25 per hour volunteered.

In this model, the guidelines will specify an annual cap (e.g., up to $15,000 per year) but allow the employee to submit hours incrementally.

The Lump Sum (Threshold) Model

Some companies prefer to reward sustained commitment. In this model, the volunteer must hit a specific milestone of hours to unlock a flat grant amount.

  • ExxonMobil: Provides a $500 grant once a volunteer logs 20 hours.
  • Verizon: Provides a $750 grant once a volunteer logs 50 hours.
  • Allstate: Offers grants ranging from $500 to $1,000 based on the role and time commitment.

Understanding which model applies to your volunteers is critical for your communication strategy. For hourly programs, every hour counts. For lump-sum programs, you need to encourage volunteers to reach that specific “20-hour” or “50-hour” finish line.

Minimum Hour Thresholds and Service Criteria

Guidelines almost always establish a “minimum hour threshold” to ensure administrative efficiency. Companies generally do not want to cut a check for a single hour of volunteering.

Low Thresholds: Some tech-forward companies like Microsoft have no minimum or a 1-hour minimum, encouraging micro-volunteering.

Standard Thresholds: A common guideline is a 10-hour or 20-hour minimum. This means an employee must accumulate these hours within a calendar year before they can submit a request.

Eligible Services

Guidelines also define what counts as volunteering.

  • Direct Service: Serving food, tutoring, building homes (almost always eligible).
  • Administrative Work: Serving on a Board of Directors (often eligible for higher grant amounts).
  • Fundraising: Participating in a walkathon (sometimes ineligible if it is purely peer-to-peer fundraising, but eligible if it involves event setup/logistics).

Submission Deadlines and the Application Lifecycle

The final critical component of volunteer grant guidelines is the calendar. Corporate fiscal years drive these programs, and missing a deadline means losing the funds forever.

Standard Deadlines

Most companies operate on a calendar year (January 1 to December 31). The typical deadline for submitting a grant request is often a few months after the close of the year.

Example: A volunteer who served in 2024 might have until January 31, 2025, or March 31, 2025, to submit their request.

Rolling Deadlines

Some companies require requests to be submitted within 90 days of the service date. This is common for hourly programs where employees log time regularly.

The Verification Window

Once a volunteer submits a request, the guidelines shift the responsibility to the nonprofit. You will typically receive an automated email asking you to verify the hours. The guidelines usually dictate a window (e.g., 30 days) for you to respond before the request expires.

Maximizing Revenue Through Guideline Awareness

Knowledge of volunteer grant guidelines allows you to segment your communications and target the right volunteers with the right message. If you know a volunteer works for ExxonMobil, you shouldn’t ask them to submit a request after 5 hours; you should encourage them to hit 20 hours so they unlock the $500 grant. Conversely, if a volunteer works for Microsoft, you should remind them that even their 1-hour consulting call generated $25 for the organization.

Investing in a Database

Trying to memorize the guidelines for thousands of companies is impossible. This is where a corporate giving database becomes invaluable. Tools like Double the Donation Volunteering aggregate these guidelines into a searchable widget. You can embed this on your “Ways to Give” or “Volunteer” page, allowing supporters to type in their employer’s name and instantly see:

  • Minimum hours required.
  • Hourly grant rates.
  • Employee eligibility (FT/PT/Retiree).
  • A direct link to the submission form.

Ultimately, leveraging specialized corporate volunteer software transforms a complex administrative burden into a seamless user experience. By putting this information directly at your supporters’ fingertips, you eliminate the confusion that often prevents submission, ensuring your organization captures every available dollar from their service hours.

Wrapping Up & Next Steps

Mastering volunteer grant guidelines is a strategic move that transforms your volunteer program from a cost center into a revenue generator. By understanding the criteria that corporations use to distribute funds—from employee status to hour thresholds—you can guide your supporters through the process with confidence.

These guidelines are not barriers; they are a roadmap. When you show a volunteer exactly how their time fits into their company’s philanthropic policy, you validate their effort and empower them to make a double impact.

Ready to turn hours into dollars?

  • Audit your volunteer list: Identify the top employers represented among your supporters.
  • Research the rules: Use a database or search tool to find the specific grant guidelines for those top companies.
  • Educate your team: Ensure your volunteer coordinators know which companies require 20 hours vs. 1 hour so they can nudge volunteers effectively.

Start navigating the guidelines today and unlock the corporate funding your mission deserves. Plus, learn how Double the Donation Volunteering can help by requesting a personalized demo!

Improving the Volunteer Journey with Corporate Engagement

Improving the Volunteer Journey with Corporate Engagement

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Volunteers are the lifeblood of the nonprofit sector. From staffing events to mentoring youth and delivering meals, these dedicated individuals provide the essential labor that powers your mission. However, viewing volunteers simply as “free labor” is a strategic mistake that limits your organization’s potential. Just like donors, volunteers move through a lifecycle; a journey that takes them from initial awareness to loyal advocacy. The key to maximizing the impact of this journey lies in recognizing that time is a currency, and for many of your supporters, that currency is backed by their employers.

When you focus on improving the volunteer journey, you are doing more than just filling shifts; you are building an ecosystem of support that drives retention and revenue. One of the most powerful, yet often overlooked, ways to enhance this journey is through corporate volunteerism. By integrating corporate giving programs (specifically Volunteer Grants and Volunteer Time Off) into every touchpoint of the volunteer experience, you can validate your supporters’ contributions and unlock significant unrestricted funding.

In this guide, we’ll cover:

The traditional volunteer journey is often linear and transactional: a person signs up, shows up, and goes home. By layering and improving the volunteer journey with corporate volunteerism into your strategy, you create a cyclical, value-added experience. You show volunteers that their time is so valuable that their employer is willing to pay for it, either through paid leave or a monetary donation to your cause. This shift in perspective not only boosts morale but also creates a sustainable revenue pipeline that requires very little extra effort from your team.

Understanding the Modern Volunteer Journey

Before we can improve the journey, we must map it. The volunteer journey mirrors the donor journey in many ways, but the “ask” is different. Instead of asking for a check, you are asking for a portion of their life. This requires a high level of trust and a seamless experience.

The typical journey consists of five distinct phases:

  • Discovery: The individual realizes they want to give back and finds your organization.
  • Commitment: They register for a specific shift or role.
  • Participation: The actual act of volunteering.
  • Follow-Up: The immediate aftermath and acknowledgment of their service.
  • Stewardship: The ongoing relationship building that leads to repeat volunteering or financial donation.

Corporate volunteerism acts as an accelerant at each of these stages. It provides a compelling incentive to sign up (VTO), a reason to provide personal data (grant eligibility), and a powerful tool for follow-up (grant submission). By weaving these elements into your operational fabric, you ensure that improving the volunteer journey results in tangible growth for your nonprofit.

Stage 1: Discovery and Recruitment

The first hurdle in the volunteer journey is recruitment. The most common objection potential volunteers have is a lack of time. Between professional responsibilities and family obligations, finding hours during the workweek to support a nonprofit can feel impossible. This is where Volunteer Time Off (VTO) becomes a critical recruitment tool.

VTO is a corporate benefit in which employers grant employees paid time off to volunteer. It removes the conflict between work and service, allowing professionals to support your mission without sacrificing their paycheck or using vacation days. By highlighting VTO opportunities in your recruitment marketing, you attract a demographic of skilled professionals who might otherwise be unable to participate.

Marketing VTO Opportunities: To leverage this, your recruitment messaging should explicitly mention corporate benefits. Instead of simply posting “Volunteers Needed on Tuesday at 2 PM,” frame the request as a corporate engagement opportunity. Use language like, “Does your company offer Volunteer Time Off? Spend your workday making a difference with us!” This simple shift signals to potential volunteers that you are knowledgeable about corporate benefits and ready to accommodate their schedules.

Targeting Local Employers: Research major employers in your area that offer generous VTO policies. Companies like Salesforce, Deloitte, and Patagonia are known for encouraging employees to take time away from their desks to serve. If you know a local company has a “Day of Service” or individual VTO hours, reach out to their HR or CSR departments. By tailoring your volunteer opportunities to fit their VTO structure—such as offering half-day shifts that align with corporate schedules—you smooth the path from “interested” to “registered.”

Did You Know? Approximately 66% of employers now offer some form of paid time off for volunteering. This statistic represents millions of potential volunteer hours that are fully subsidized by the corporate sector. By asking about VTO, you help volunteers utilize a benefit they may not even know they have.

Stage 2: Registration and Data Capture

Once a volunteer decides to sign up, they enter the commitment phase. This is the most critical technical step in improving the volunteer journey with corporate volunteerism. The registration form is your primary opportunity to capture the data necessary to unlock future revenue.

If your volunteer intake form only asks for name and email, you are leaving money on the table. You must ask for employment information. Knowing where a volunteer works is the key that unlocks the door to volunteer grants and matching gifts.

Optimizing the Intake Form: Integrating an employer search tool directly into your sign-up flow is the industry’s best practice. When a volunteer registers for a shift, they should be prompted to enter their company name. An automated tool can then instantly check that company against a database of corporate giving programs.

If the system identifies the volunteer works for a company with a volunteer grant program (where the company donates money for every hour served), the system can flag this record for future follow-up. This seamless data capture happens before the volunteer even sets foot on your premises, setting the stage for a successful grant submission later.

Reducing Friction: The goal is to gather this information without making the registration process tedious. Using an autocomplete search widget ensures the data is clean and standardized (e.g., “The Home Depot” vs. “Home Depot”). It also provides immediate gratification to the volunteer, often displaying a pop-up that says, “Good news! Your employer offers volunteer grants. Your 4-hour shift could be worth $100 to our mission!” This immediate feedback loop validates their decision to volunteer and elevates their excitement about the impact they are about to make.

Stage 3: The Volunteer Experience

The day of the event is where the promise of the journey meets reality. A positive experience leads to retention; a disorganized one leads to attrition. While the primary focus here is operational excellence, making sure volunteers have clear tasks and supervision, corporate volunteerism plays a role in the on-site experience as well.

Acknowledging Corporate Partners: If you have groups utilizing VTO or individuals from specific corporate partners, acknowledge them publicly. Simple gestures like a “Welcome [Company Name] Volunteers” sign or a shout-out during the morning briefing go a long way. This recognition reinforces the partnership and makes the individual volunteers feel valued not just as workers, but as representatives of their organization.

On-Site Education: The active volunteering phase is also a prime time for education. Many volunteers are unaware that their hard work can generate cash for the nonprofit. Utilize physical signage (QR codes are excellent here) in break rooms or check-in areas that ask, “Does your company pay for your volunteer hours?”

These prompts encourage volunteers to check their eligibility on their phones during breaks. By normalizing the conversation around volunteer grants during the event, you plant the seed for the post-event email. The goal is to make improving the volunteer journey synonymous with maximizing impact. When volunteers understand that their time has a monetary value to the nonprofit, they take their role more seriously and feel a deeper sense of contribution.

Quick Tip: Create a “Corporate Champion” role for one of your regular volunteers. Task them with helping new volunteers check their grant eligibility during orientation. Peer-to-peer education is often more effective and less intimidating than a staff member asking about employment details.

Stage 4: Post-Event Follow-Up and Conversion

The event is over, the tables are packed away, and the volunteers have gone home. This is where the average volunteer journey ends—but it is where the optimized journey begins to generate revenue. The follow-up phase is the moment to convert those logged hours into volunteer grant submissions.

The Magic of Volunteer Grants: Volunteer grants, often called “Dollars for Doers,” are corporate donations made to nonprofits where employees volunteer. For example, a company might donate $25 for every hour an employee serves. If you have 10 volunteers from that company who each worked 4 hours, that is $1,000 in unrestricted revenue waiting to be claimed.

Automated Email Streams Manual follow-up is difficult to scale. The most effective way to secure these grants is through automated email streams triggered by the volunteer management system.

  • The Thank You: Send an email within 24 hours thanking them for their time.
  • The Ask: If your data capture in Stage 2 identified them as grant-eligible, this email should include a direct link to their company’s submission portal. Use language like, “Did you know you can double your impact without any extra work? Click here to submit your volunteer hours to [Employer Name], and they will send us a grant!”
  • The Reminder: If the grant hasn’t been submitted after a few weeks, a gentle nudge can be effective, especially toward the end of the year when many corporate programs close their books.

Simplifying the Process: The easier you make it, the more likely they are to do it. Provide them with the exact data they need to fill out their employer’s form: your nonprofit’s Tax ID (EIN), the total hours they worked, and a contact person at your organization for verification. By removing administrative barriers, you significantly increase the conversion rate of eligible hours to grant dollars.

Stage 5: Stewardship and Retention

The final stage of improving the volunteer journey is ensuring the volunteer comes back. Retention is far more cost-effective than recruitment. Corporate volunteerism data provides a unique angle for stewardship that goes beyond the standard “we miss you” email.

Reporting on Total Impact: When you steward a volunteer who has utilized VTO or submitted a volunteer grant, you can report on their total impact. instead of just saying, “Thank you for volunteering 10 hours,” you can say, “Thank you for volunteering 10 hours and securing a $250 grant. Your total contribution provided 500 meals to families in need.” This holistic view of their impact is incredibly powerful and reinforces their identity as a vital partner in your mission.

Gamification and Corporate Competitions: Use the employment data you have collected to foster friendly competition. Create leaderboards showing which local companies have logged the most hours or secured the most grant funding. Share these updates in your newsletters and on social media. People love to see their company represented, and this can drive a sense of pride and competition that encourages them to sign up for more shifts.

Building a Corporate Bridge: Volunteers who successfully submit grants or use VTO are your best advocates for deeper corporate partnerships. They have already demonstrated that they care about your cause and that their company supports their interest. Use this relationship to open conversations about event sponsorships, payroll giving, or larger grant opportunities. A happy volunteer is the best bridge to a corporate social responsibility officer.

Conclusion: Wrapping Up & Next Steps

Improving the volunteer journey with corporate volunteerism is a strategy that pays dividends in both human capital and financial resources. By viewing the volunteer experience through the lens of corporate engagement, you transform a simple transaction of time into a multifaceted partnership. From using Volunteer Time Off to attract busy professionals to leveraging Volunteer Grants to monetize their service, every step of the journey offers an opportunity to deepen impact.

The process begins with awareness and data. You must let volunteers know these opportunities exist, and you must have the systems in place to capture the employment data that makes it all possible. It requires a shift in mindset from “managing volunteers” to “empowering corporate partners.”

As you look to implement these strategies, start by auditing your current volunteer registration process. Are you asking for employer information? Do you have a way to verify grant eligibility? Are your follow-up emails asking for the grant? Small tweaks to these touchpoints can result in thousands of dollars in new revenue and a more engaged, loyal volunteer base.

The future of nonprofit sustainability lies in diversification. By bridging the gap between individual volunteering and corporate philanthropy, you build a resilient organization capable of weathering challenges and seizing new opportunities. Start today by reviewing your intake forms and crafting your first VTO-focused recruitment email. The potential is waiting in your volunteer database; you just have to unlock it.

Looking for the right tools to power your efforts? Get a personalized demo of Double the Donation Volunteering to see our corporate volunteer solution in action.

Corporate Volunteering Educational Resources-Ultimate List

Corporate Volunteering Educational Resources: Ultimate List

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Volunteers are the lifeblood of the nonprofit sector. They power events, mentor beneficiaries, clean up communities, and provide the essential manpower that allows mission-driven organizations to thrive. But in today’s landscape, a volunteer’s value extends far beyond the hours they log. Through the power of corporate philanthropy, volunteer time can be converted into tangible financial resources and deeper corporate partnerships. The key to unlocking this potential lies in understanding corporate volunteering—a multifaceted ecosystem of Volunteer Grants, Volunteer Time Off (VTO), and team service opportunities.

However, navigating the world of employee volunteerism can feel like learning a new language. Terms like “Dollars for Doers,” “VTO,” and “skills-based volunteering” often float through development offices without a clear strategy attached. Many nonprofits are unaware that they are leaving thousands of dollars on the table simply because they don’t know how to identify or solicit these corporate incentives.

To bridge this knowledge gap, you need a curriculum. You need a centralized library of corporate volunteering educational resources that takes you from the basics of “what is a volunteer grant?” to the advanced strategies of pitching corporate partners.

In this guide, we have curated a comprehensive collection of articles, guides, webinars, and tools designed to help your nonprofit master corporate volunteerism. We’ll cover:

Whether you are a volunteer coordinator looking to boost engagement or a development director seeking new revenue streams, these resources will equip you with the knowledge to transform your volunteer program into a corporate fundraising engine.

Why Corporate Volunteering Education Matters

Before diving into the resources, it is vital to understand the stakes. Corporate volunteering is not just a “nice-to-have;” it is a rapidly growing revenue channel. Companies are increasingly integrating volunteerism into their Corporate Social Responsibility (CSR) strategies to attract talent, improve employee retention, and build brand reputation.

  • Volunteer Grants are Ubiquitous: Approximately 40% of Fortune 500 companies offer volunteer grant programs, where they donate money to nonprofits based on the hours their employees serve.
  • The Value is Significant: 80% of companies with these programs offer between $8 and $15 per hour volunteered. For a super-volunteer contributing 100 hours a year, that is a significant donation check, generated entirely by labor you are already receiving.
  • VTO is Expanding: The number of companies offering Volunteer Time Off (VTO) has increased by two in three over the last decade, with 66% of employers now providing some form of paid release time for volunteering.

Despite these numbers, many eligible funds go unclaimed because nonprofits don’t know who to ask or how to process the requests. Thus, strategic education is the antidote to this missed opportunity. And we’ll provide you with some of our top-recommended resources below!

Essential Guides and Blog Posts

These articles provide the foundational knowledge necessary to understand the landscape of corporate service. From high-level overviews to deep dives into specific programs, these posts are your “textbooks” for mastering the subject.

The Fundamentals

Volunteer Grants (Dollars for Doers)

Volunteer grants are perhaps the most direct way to monetize volunteer time. These resources explain how to identify eligible volunteers and guide them through the submission process.

  • Volunteer Grant Basics: A focused guide on the mechanics of these grants. Learn about minimum hour thresholds, how you can verify your organization’s eligibility, and understand the payout cycles.
  • Top Volunteer Grant Companies List: A crucial reference tool. This list highlights major employers with generous programs (e.g., Verizon, Allstate, Disney, and Dell). Share this with your volunteer coordinators so they can spot these companies in your volunteer database.
  • Securing Team-Wide Volunteer Grant Buy-In: Discover strategies to educate your staff and board on the value of volunteer grants, ensuring your entire organization is ready to capture this revenue.

Volunteer Time Off (VTO)

VTO is a policy where companies pay their employees to volunteer during work hours. These guides help you market your opportunities to employees with this benefit.

Downloadable Resources and Cheat Sheets

Sometimes you need a complete overview resource rather than a single blog post. These downloadable resources are designed to be saved, printed, or shared with your team for immediate use. Here are a few of our favorites regarding corporate volunteering:

  • Strategies for Leveraging Corporate Volunteer Incentives: This comprehensive strategy guide is designed for nonprofits and schools looking to maximize the ROI of their volunteer programs. It covers the corporate volunteer landscape, standout strategies for pursuing high-value incentives like volunteer grants and VTO, and how technology can simplify these efforts.
  • Ultimate Guide to Volunteer Grant Programs: This is your go-to resource for understanding and leveraging “dollars for doers” programs. It covers everything from the basics and eligibility requirements to actionable tips for increasing participation and tracking hours, along with examples of companies with generous programs.
  • Ultimate Guide to Volunteer Time Off: Dive deep into the world of paid volunteer time off (VTO) with this guide. It explains the different types of VTO policies, highlights top companies that offer this benefit (like Patagonia and Thomson Reuters), and teaches nonprofits how to position themselves as ideal partners for these programs.

Expert Webinars and Video Training

The landscape of corporate philanthropy changes rapidly, and webinars offer the most up-to-date insights on trends and strategies. These expert-led sessions explore the nuances of corporate engagement in employee volunteer programs. Here are a few leading sessions from Double the Donation:

  • (Video) A Quick Overview: Double the Donation Volunteering:Watch this product overview to see how automation can increase volunteer grant revenue and engagement. It demonstrates how to integrate employer search tools into your registration forms and use automated email streams to guide volunteers through the grant submission process.
  • (Video) Boost Volunteer Grants with Double the Donation:This video explains how to harness the benefits of volunteer incentive programs for simple recruitment and increased engagement. Learn how the Double the Donation database helps supporters identify their eligibility and offers turnkey integrations with leading volunteer management solutions.
  • (On-Demand Webinar) 4 Strategies to Unlock Corporate Volunteerism: In this session, you will learn quick and easy strategies to begin maximizing benefits from employee volunteer incentive programs. It moves beyond theory into practice, offering actionable tactics for identifying, engaging, and retaining corporate volunteers.
  • (On-Demand Webinar) Trends in Corporate Volunteerism: How to Benefit: Stay ahead of the curve by exploring the latest trends in volunteer grants and volunteer time off. This webinar analyzes shifting corporate priorities so you can align your pitch with what companies are looking for right now to unlock new support.
  • (On-Demand Webinar) Smart Strategies for Corporate Volunteer Requests: This session focuses on shifting your nonprofit’s approach from “asking” to “offering.” Learn how to frame your volunteer opportunities as a solution to a company’s employee engagement needs, making your requests more strategic and successful.

Pro Tip: Schedule “Lunch and Learn” sessions for your development team using these videos. Watch one session a month together and brainstorm how to apply the takeaways to your specific donor base.

Tools to Automate Your Strategy

Knowledge is power, but execution is revenue. Managing corporate volunteerism manually can be administratively burdensome. Technology can automate these workflows, ensuring you never miss an opportunity.

  • Double the Donation Volunteering Module Overview: See how Double the Donation’s innovative Volunteering module makes corporate volunteerism for nonprofits easier than ever before. Explore key features and see how your organization can benefit!

How Automation Helps:

  • Identification: Seamless volunteer management software integrations prompt volunteers to search for their employer while signing up.
  • Education: The database connects eligible supporters to volunteer grant and VTO opportunities, providing actionable next steps immediately.
  • Follow-Up: Automated email streams drive supporters to claim volunteer grants after they have completed their service.

By automating the “ask,” you ensure that every eligible hour is identified and pursued, maximizing your revenue without adding to your workload.

Wrapping Up & Next Steps

Investing time in these corporate volunteering educational resources is one of the highest-ROI activities a nonprofit can undertake. By understanding the mechanisms of Volunteer Grants and VTO, you can transform your volunteer program from a cost center into a revenue generator.

The corporate funds are there; billions of dollars are set aside by companies like Microsoft, Disney, and Verizon specifically to reward the charitable work of their employees. It is your job to build the bridge between that funding and your mission.

Ready to get started?

  • Read the Basics: Start with the Corporate Volunteerism and Volunteer Grant Basics guides to build your foundation.
  • Watch a Webinar: Pick one of the pre-recorded webinar sessions to get inspired by current trends.
  • Audit Your Data: Look at your current volunteer list. Do you know where they work? Use the Top Companies lists to spot potential matches.
  • Explore Tech: Check out Double the Donation’s tools to see how automation can help scale your efforts.

Don’t let your volunteers’ hard work go unmonetized. Dive into these resources today and start unlocking the full potential of corporate philanthropy. Plus, see how resources like Double the Donation Volunteering can help!

Optimizing Corporate Volunteer Web Pages-Tips & Examples

Optimizing Corporate Volunteer Web Pages: Tips & Examples

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Your nonprofit’s website is more than just a digital brochure; it is your most powerful recruitment tool. While many organizations invest heavily in donation pages, far fewer optimize their web presence for another critical resource: corporate volunteerism. With the rise of corporate social responsibility (CSR), companies are eager to send employee teams to support causes like yours. But if your website doesn’t explicitly welcome them, you are leaving valuable support and potential revenue on the table.

Corporate volunteer web pages serve as the bridge between a company’s desire to give back and your organization’s need for support. These specialized pages do more than just list volunteer shifts; they educate visitors about Volunteer Time Off (VTO), promote volunteer grants, and streamline the scheduling process for large groups. By optimizing these pages, you not only fill volunteer slots but also unlock “dollars for doers” grants that companies donate in recognition of employees’ time.

In this guide, we’ll cover:

Ready to turn your website into a corporate engagement engine? Let’s dive in.

The Strategic Value of Corporate Volunteer Pages

A dedicated corporate volunteer web page is not just a nice-to-have; it is a strategic asset for modern nonprofit fundraising. Companies today are actively seeking partners for their CSR initiatives. They need reliable, organized nonprofits that can host team-building events, offer skills-based volunteering, and provide measurable impact data.

If a corporate social responsibility manager lands on your site and sees only a generic “volunteer” form intended for individuals, they may assume you cannot handle a group of 50 employees. A dedicated page signals that you are “corporate-ready.” It builds trust by showing you understand their specific needs, such as group scheduling, brand visibility, and impact reporting.

Furthermore, these pages are the perfect vehicle for promoting volunteer grants. Many employees don’t know their company will donate money—often $10 to $25 per hour—for the time they spend volunteering. By explicitly mentioning these programs and providing tools to check eligibility, you transform standard volunteer hours into a dual revenue stream of time and money.

Did You Know? The value of a volunteer hour is estimated to be over $31. When you combine this labor value with a corporate volunteer grant, a single afternoon of service from a corporate team can be worth thousands of dollars to your mission.

Best-in-Class Examples of Corporate Volunteer Web Pages

To understand what works, let’s analyze five organizations that have successfully integrated corporate engagement into their web presence. These examples demonstrate different approaches to soliciting corporate support, from educational content to interactive tools.

1. Jack’s Basket

Jack’s Basket, a nonprofit celebrating babies with Down syndrome, offers a masterclass in transparency and ease of use. Their page, titled “Corporate Sponsored Volunteering,” immediately frames the conversation around the partnership between employer and employee.

Top corporate volunteer web page example

What they do right:

  • Direct Educational Hook: They open with a powerful question: “Did you know that thousands of companies provide incentives for employees to volunteer?” This immediately educates visitors who might be unaware of their own benefits.
  • Embedded Search Tool: The standout feature is the embedded search tool that allows visitors to type in their employer’s name. This tool instantly tells the user if their company offers volunteer grants or Paid Volunteer Time Off (PVTO).
  • Clear Call to Action: They provide a direct email address for questions, removing barriers for corporate leads who might have specific inquiries.

Takeaway: Don’t make volunteers guess. Give them a tool to verify their eligibility right on the page.

2. AHS Cares

Associated Humane Societies (AHS Cares) takes an educational approach. Their page is designed to demystify industry jargon like “VTO” and “Volunteer Grants” for the average supporter.

Top corporate volunteer web page example

What they do right:

  • FAQ Format: They use a clean FAQ section to define terms like “Volunteer Grants” and “Volunteer Time Off.” This is crucial because many employees have these benefits but don’t recognize the terminology.
  • Connecting Time to Money: They explicitly state, “Every hour you give can be converted into funding,” helping volunteers understand that their time has a financial value to the shelter.
  • Step-by-Step Instructions: They break down the submission process into simple steps: Check eligibility, volunteer, and submit the form. This reduces administrative friction.

Takeaway: Use your web page to teach. The more your volunteers understand the value of their time, the more likely they are to submit grant requests.

3. Phoenix Children’s Foundation

Phoenix Children’s Foundation positions corporate volunteering as a high-level partnership. Their page speaks directly to business leaders and CSR managers, rather than just individual employees.

Top corporate volunteer web page example

What they do right:

  • Benefit-Driven Copy: They highlight the business benefits of partnering, such as “building deep and lasting relationships with your employees.” This appeals to HR directors looking for retention strategies.
  • Multiple Engagement Paths: They don’t just ask for time; they offer a menu of options, including “Become a Corporate Partner,” “Create an Event,” and “Organize a Fundraiser.” This allows companies to engage at a level that suits their resources.
  • Professional Tone: The language is professional and strategic, signaling that they are capable of handling complex corporate relationships.

Takeaway: Speak the language of business. Highlight how volunteering with you benefits the company as much as the cause.

4. Koreatown Youth + Community Center (KYCC)

KYCC in Los Angeles excels at integrating corporate giving options into their general volunteer workflow. They don’t silo corporate information; they weave it into the main volunteer narrative.

Top corporate volunteer web page example

What they do right:

  • Seamless Integration: As visitors browse volunteer opportunities, they are presented with a “See if your employer will match your volunteer hours” widget. This captures intent at the moment of highest engagement.
  • Group Opportunities: They explicitly mention “Volunteer as a group!” and offer a specific “Group Volunteer Event Interest Form.” This allows corporate team leads to bypass standard individual sign-ups and start a tailored conversation.
  • Impact Metrics: They showcase data like “4,784+ Volunteer Hours” and “2,000+ Volunteers,” giving corporations confidence that they are joining a robust, well-managed program.

Takeaway: Make corporate engagement part of the standard volunteer journey. Every volunteer is a potential corporate lead.

5. Pan-Mass Challenge

The Pan-Mass Challenge (PMC) is a fundraising juggernaut, and its approach to corporate partners focuses heavily on recognition and scale.

Top corporate volunteer web page example

What they do right:

  • High-Visibility Recognition: They prominently list their sponsors, categorizing them by contribution level (e.g., “Co-Presenting Sponsor,” “Hub Sponsor”). This public acknowledgement is a major selling point for corporate marketing teams.
  • Holistic Contribution View: They highlight that sponsors contribute “finances, goods, and services” and “ride and volunteer.” This paints a picture of a 360-degree partnership.
  • Video Testimonials: They use video content from major partners, such as the Red Sox Foundation, to provide social proof and explain the “why” behind the sponsorship.

Takeaway: Publicly celebrate your partners. A “Sponsors” section on your volunteer page acts as social proof and incentivizes new companies to join the list.

Essential Features of a High-Converting Corporate Volunteer Page

Based on these successful examples, every nonprofit corporate volunteer page should include a few core elements to maximize conversion.

1. A Searchable Database Widget

The most critical technical feature is an embedded search tool (like the one used by Jack’s Basket and KYCC). This widget allows visitors to type in their company name and instantly see:

  • If their company offers volunteer grants.
  • The monetary value per hour volunteered.
  • Links to the company’s internal submission portal.
  • Minimum hour requirements.

Without this tool, you are asking volunteers to do their own HR research; a task most will never complete.

2. Dedicated “Group” or “Team” Section

Corporate volunteers rarely come alone. Include a section specifically for “Group Volunteering” or “Team Building Days.” Include a separate inquiry form for groups that asks for:

  • Company name
  • Group size
  • Preferred dates
  • Goals for the day (e.g., team building, skill usage)

3. Clear Definitions of VTO and Grants

Do not assume visitors know the lingo. Include a “Definitions” or “FAQ” section that briefly explains:

  • Volunteer Time Off (VTO): “Your company pays you to spend the day with us.”
  • Volunteer Grants: “Your company writes us a check for the hours you serve.”

4. Visual Social Proof

Corporate teams want to see themselves at your organization. Use high-quality photos of groups wearing matching t-shirts, working together, and smiling. Action shots of teams building, packing, or teaching are far more effective than stock photography.

Quick Tip: Add a “Corporate Leaderboard” to your page. Rank companies by the number of hours volunteered or grants submitted. This taps into the competitive nature of sales and marketing departments and encourages them to book more shifts to beat their competitors.

SEO Strategies for Corporate Volunteer Web Pages

Creating the page is step one; ensuring companies find it is step two. You need to optimize your corporate volunteer web pages for search engines so that when a local HR manager searches for “team building volunteer opportunities,” your nonprofit appears at the top.

Keyword Targeting

Your primary keyword is “corporate volunteer web pages,” but you must also target the terms corporate decision-makers use.

  • Primary Keywords: Corporate volunteering [City Name], Team building charity opportunities, Group volunteer ideas.
  • Long-Tail Keywords: Companies with volunteer grants, Volunteer Time Off opportunities near me, CSR partnership non-profits.

Incorporate these keywords naturally into your H1 (Main Title), H2 (Subheaders), and the first 100 words of your body copy.

Local SEO Optimization

Corporate volunteering is almost always a local activity. Optimize your page for local search by:

  • Including your city, county, and region in the page title and meta description.
  • Mentioning nearby landmarks or business districts in your copy (e.g., “Located just 10 minutes from the Downtown Business District”).
  • Registering your nonprofit on Google Business Profile and ensuring your “Volunteer” category is active.

Meta Descriptions and Title Tags

Your title tag should be under 60 characters and include your main value proposition.

  • Bad: Corporate Volunteering – [Nonprofit Name]
  • Good: Corporate Team Volunteering in [City] | [Nonprofit Name]

Your meta description should be under 160 characters and include a call to action.

  • Example: “Looking for team building? [Nonprofit Name] hosts corporate volunteer days in [City]. Check your VTO eligibility and book a group shift today!”

Integrating Volunteer Grants and VTO Copy

The magic happens when you weave the financial ask into the volunteer ask. You don’t want to scare off volunteers with a donation request, but you do want to alert them to the money they are leaving on the table.

Headline Ideas:

  • “Double Your Impact: Volunteer + Match”
  • “Does Your Company Pay You to Volunteer?”
  • “Turn Your Hours into Dollars”

Sample Copy Block: “We love our volunteers! Did you know your hard work can go even further? Many employers, including [list 2-3 major local employers], offer Volunteer Grants. For every hour you serve, your company might donate $20 to our mission. Use the search tool below to see if your hours are eligible for a cash match!”

By placing this text directly next to your shift sign-up form, you catch the volunteer at the moment of highest commitment.

Wrapping Up & Next Steps

Optimizing your corporate volunteer web pages is one of the highest-ROI activities a nonprofit marketing team can undertake. It transforms a static informational page into a dynamic engine for recruitment and revenue. By borrowing strategies from leaders like Jack’s Basket and the Pan-Mass Challenge—such as embedded search tools, clear educational copy, and sponsor recognition—you can build a pipeline of corporate support that sustains your mission for years to come.

Ready to upgrade your page? Start here:

  • Audit your current page: Does it speak to groups, or just individuals?
  • Install a search widget: Give volunteers an immediate way to check their grant eligibility.
  • Add a “Group Inquiry” form: Stop forcing corporate teams to email a general inbox.
  • Update your metadata: Ensure local companies can find you on Google.

Your website is ready to work harder for you. Make the changes today, and watch your corporate partnerships grow. Plus, see how tools like Double the Donation Volunteering can help!

Top Nonprofit Tips for Marketing Volunteer Grants Internally

Top Nonprofit Tips for Marketing Volunteer Grants Internally

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Most nonprofits know that volunteer grants are a hidden goldmine. Corporate programs that pay organizations for the hours their employees volunteer (sometimes called “Dollars for Doers”) can turn a Saturday service project into a significant unrestricted donation. Yet, despite the potential, many organizations leave these funds on the table. The problem often isn’t a lack of eligible volunteers; it’s a lack of internal awareness. Thus, marketing volunteer grants internally is a must.

If your volunteer coordinator doesn’t know to ask about employment, or your development director doesn’t view volunteer data as fundraising data, the pipeline breaks. To truly unlock this revenue stream, you need more than just a donor-facing strategy; you need an internal marketing plan.

Getting your staff, leadership, and board aligned on the value of volunteer grants is the first and most critical step. When your internal team understands that every hour served has a potential dollar value, they become active participants in identifying and securing these funds. This guide will walk you through how to market volunteer grants internally, transforming your organizational culture from one that silos volunteers to one that views them as a vital part of your financial sustainability.

In this guide, we’ll cover:

By treating your internal team as your primary audience, you empower them to become champions for corporate philanthropy, ensuring no opportunity slips through the cracks.

Why Internal Awareness is the Biggest Barrier to Revenue

The disconnect between volunteer management and fundraising is a classic nonprofit silo. Volunteer managers are often measured by “hours served” or “shifts filled,” while fundraisers are measured by “dollars raised.” Volunteer grants sit squarely in the middle, and without internal education, they often get lost in the shuffle.

When staff members aren’t educated on volunteer grants, they miss simple, organic opportunities to identify eligibility. A volunteer might casually mention they work for Verizon during an orientation. An informed coordinator knows that Verizon offers $750 grants for 50 hours of service and would immediately flag that in the database. An uninformed coordinator simply smiles and says, “That’s nice.”

The Cost of Silence:

  • Missed Revenue: A single unsubmitted grant from a super-volunteer could cost you $500 to $5,000 annually.
  • Lower Retention: Volunteers who successfully submit grants feel a deeper sense of impact and are more likely to return.
  • Weaker Corporate Ties: Every volunteer grant is a touchpoint with a local employer. Missing these grants means missing chances to build corporate partnerships.

Internal marketing bridges this gap. It shifts the mindset from “volunteers are labor” to “volunteers are partners.”

Key Stakeholders: Who Needs to Know What?

Not everyone needs the same level of detail. To market volunteer grants internally effectively, you need to tailor your message to the specific roles within your organization.

1. Volunteer Coordinators & Program Staff

What they need to know: How to identify eligible companies, the basics of the submission process, and why collecting employment data matters.

What’s In It For Them?: Volunteer grants provide unrestricted funding that can directly support their program budgets (e.g., buying new supplies, funding volunteer appreciation events).

2. Development Directors & Major Gift Officers

What they need to know: Which volunteers work for top corporate prospects. Volunteer grants can be a “foot in the door” for larger sponsorships or major gifts.

What’s In It For Them?: High-capacity donors often start as volunteers. Identifying a volunteer from a major corporation adds a qualified lead to their prospect pipeline.

3. The Board of Directors

What they need to know: The high ROI of volunteer grant programs (low cost to implement, high potential return).

What’s In It For Them?: It demonstrates fiscal responsibility and diversifies revenue streams—key metrics for board governance.

Strategy 1: Training Volunteer Managers as Frontline Fundraisers

Your volunteer coordinators are the face of your organization for thousands of supporters. They have the relationships, the trust, and the daily interactions. The most effective internal marketing strategy is to empower them with training.

incorporate into Onboarding: Make volunteer grant training a standard part of onboarding for new program staff. Explain that part of “volunteer management” is helping volunteers maximize their impact through corporate philanthropy.

Scripting the Conversation: Give your team simple scripts to use during orientation or check-in:

  • “By the way, do you know if your company offers volunteer grants? Many of our volunteers from [Local Company] double their impact that way!”
  • “Make sure you check the ‘Employer’ box on the sign-in sheet—it helps us qualify for corporate funding that pays for these supplies.”

The Feedback Loop: Establish a clear process for what happens after a coordinator identifies a lead. Should they email the development team? Tag a record in the CRM? Make the handoff seamless so they don’t feel burdened by “extra work.”

Quick Tip: Frame this as “advocacy” rather than “fundraising.” Volunteer managers are often protective of their volunteers and may resist “asking for money.” Frame volunteer grants as a way for the company to pay, not the volunteer.

Strategy 2: Gamifying Data Collection for Your Team

Data entry is boring. Finding hidden treasure is exciting. To get your team excited about collecting employment information, turn it into a challenge.

The “Missing Link” Campaign: Run a month-long internal campaign where the goal is to append employment info to as many volunteer records as possible.

The Goal: “Identify 50 volunteers who work for match-eligible companies.”

The Prize: A team lunch, a half-day off, or a gift card for the staff member who finds the most potential revenue.

This not only cleans up your database but also trains your staff to look for employer domains in email addresses (e.g., @microsoft.com) and ask the right questions during phone calls.

Strategy 3: Creating a “Cheat Sheet” Resource Hub

Internal marketing fails when the information is hard to find. If a staff member has to dig through five different folders to find your Tax ID or a list of eligible companies, they won’t do it.

Create a centralized Volunteer Grant Resource Hub on your internal drive or intranet. It should include:

  • Top 20 Local Employers: A list of the biggest companies in your area that offer grants (e.g., Walmart, CVS, Home Depot) with their specific rates (e.g., “$10/hour”).
  • The “One-Pager”: A PDF document volunteers can hand to their HR department with your nonprofit’s EIN, address, and mission statement.
  • Email Templates: Pre-written follow-up emails that coordinators can copy/paste to send to volunteers who mention their employer.

Strategy 4: Celebrating Wins to Build Momentum

Nothing markets a concept better than success. When a volunteer grant check arrives, don’t just deposit it quietly. Celebrating it internally reinforces the behavior you want to see.

The “Grant of the Month”: In your all-staff meeting, highlight a specific grant received. “Thanks to Sarah in the volunteer department asking one question, we just received $500 from Apple!”

Visual Trackers: Put a thermometer or chart in the breakroom (or on Slack) showing “Volunteer Grant Revenue Year-to-Date.” Watching the number climb creates a shared sense of ownership.

Impact Stories: Connect the money to the mission. “That $1,000 grant from the Dell volunteer team paid for all the snacks for our summer camp.”

The Tech Stack: Using Automation to Support Your Staff

Finally, the best way to market volunteer grants internally is to make them easy to execute. If your staff has to manually look up every company, they will burn out.

Invest in tools that automate the heavy lifting:

  • Volunteer Management Systems (VMS): Ensure your VMS has an optional yet prominently placed “Employer” field.
  • Matching Gift Databases: Tools like Double the Donation can integrate into your volunteer forms. When a volunteer types in “Disney,” the system automatically tells them (and your staff) that they are eligible for a grant.

By providing these tools, you show your staff that you value their time and are serious about maximizing this opportunity.

Wrapping Up & Next Steps

Marketing volunteer grants internally is about breaking down silos. It’s about helping your program staff see that they are powerful revenue generators and helping your fundraising staff see that volunteers are more than just “free labor.”

When you align your team around the potential of corporate volunteerism, you create a culture that maximizes every hour given to your cause.

Ready to get your team on board?

  • Audit your data: How many volunteer records currently have employer info? (This is your baseline).
  • Build the “Cheat Sheet”: Create the one-pager resource for your volunteer coordinators this week.
  • Host a “Lunch & Learn”: Spend 30 minutes training your program staff on the basics of “Dollars for Doers.”

Don’t let internal silence cost you funding. Start the conversation today, and find out how tools like Double the Donation Volunteering can help!

Marketing Volunteer Time Off Internally to Boost Support

Marketing Volunteer Time Off Internally to Boost Support

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Volunteer Time Off (VTO) is rapidly becoming a staple in corporate benefits packages. Companies ranging from tech giants to local banks are now paying their employees to step away from their desks and spend time supporting nonprofits like yours. For a volunteer coordinator struggling to fill daytime shifts, this sounds like a dream come true. Yet, despite the prevalence of VTO (with 66% of employers offering some form of paid release time), many nonprofits fail to capitalize on it.

The disconnect often isn’t with the companies; it is internal. If your volunteer coordinator doesn’t know which companies offer VTO, they can’t suggest it to a supporter struggling to find time. If your development director doesn’t see VTO as a cultivation tool, they miss the chance to deepen corporate partnerships. To unlock the full potential of these corporate programs, you must treat marketing volunteer time off internally as a strategic priority.

Getting your staff, leadership, and existing volunteer base aligned on the value of VTO is the first step toward a more sustainable, high-capacity volunteer program. When your internal team understands that VTO is the key to securing reliable, skilled, daytime support (and the financial grants that often accompany it), they become active agents in your recruitment strategy.

In this guide, we’ll cover:

By focusing on marketing volunteer time off internally, you transform your organization from one that passively accepts volunteers to one that strategically leverages corporate benefits to fuel your mission.

Why Internal Buy-In is Crucial for VTO Success

The primary barrier to utilizing VTO is rarely the corporate policy itself; it is the “knowledge gap.” Employees often forget they have the benefit, or they assume it can only be used for company-sponsored days of service. On the nonprofit side, staff members are often so focused on executing programs that they forget to ask about the volunteer’s employment.

When you invest in marketing volunteer time off internally, you close this gap. You empower your staff to act as consultants for your volunteers, reminding them of benefits they may have overlooked.

The Benefits of Alignment:

  • Daytime Availability: Most volunteers work 9-5, making them available only on weekends. VTO unlocks the workweek, providing you with coverage during critical business hours.
  • Skilled Labor: VTO often attracts professionals who want to use their specific skills (accounting, marketing, IT) for good.
  • Financial Impact: VTO is a gateway to Volunteer Grants (financial donations for hours served). If a staff member encourages a volunteer to use VTO, they are often simultaneously securing a monetary grant for the organization.

Key Stakeholders: Who Needs to Know What?

To market VTO effectively within your organization, you need to tailor the message. Different team members care about different metrics.

1. Volunteer Managers

What they need to know: Which local companies offer VTO and how to help volunteers request it.

The Incentive: VTO solves their biggest headache: shift coverage. It provides a pool of reliable, background-checked individuals who are being paid to be there, meaning they are less likely to flake than casual volunteers.

2. Development & Fundraising Team

What they need to know: Which volunteers are using VTO.

The Incentive: A volunteer using VTO is a “warm lead” for corporate partnership. If a company is paying an employee to be at your facility, they are already invested. This is the perfect opening for a sponsorship or grant conversation.

3. Marketing & Communications

What they need to know: How to talk about VTO in newsletters and social media.

The Incentive: It gives them powerful content. “Thank you to [Company] for sending [Employee] to help us today!” is a great social media post that drives engagement and visibility.

Strategy 1: Educating Your Staff on VTO Mechanics

You cannot market what you do not understand. The first step in marketing volunteer time off internally is training your staff on how these programs work. Many nonprofit professionals are vaguely aware of “corporate volunteering” but don’t know the specifics of VTO.

Host a “Lunch and Learn.” Dedicate a staff meeting to Corporate Philanthropy 101. Explain the difference between:

  • Volunteer Grants: Cash for hours.
  • VTO: Paid time off for hours.
  • Team Service Days: Organized group events.
  • And more!

Create a “VTO Cheat Sheet.” Don’t expect your staff to memorize every corporate policy. Create a simple, one-page reference guide that lists the top 10-20 employers in your area that offer VTO.

Example: “Thomson Reuters: 16 hours/year. Contact: HR Portal.”

Example: “Patagonia: 18 hours/year. Contact: Store Manager.”

Post this cheat sheet in the volunteer check-in area and save it to your internal shared drive. When a volunteer coordinator sees a supporter wearing a company polo or using a corporate email address, they can quickly check the list.

Quick Tip: Frame VTO as a benefit for the volunteer. Train your staff to say, “Did you know your company might pay you to be here today? You shouldn’t have to use a vacation day to support us!” This positions your nonprofit as looking out for the volunteer’s well-being.

Strategy 2: Integrating VTO into Volunteer Onboarding

The best time to market VTO is when a volunteer is most eager: the moment they join your team. Your internal marketing strategy should focus on embedding VTO messaging into every step of the onboarding process.

Update the Handbook: Include a section on “Corporate Benefits” in your volunteer handbook. Explain that your organization welcomes VTO use and is happy to sign any verification forms required by employers.

Script the Orientation: Give your volunteer trainers a script. During orientation, they should explicitly ask: “Raise your hand if you work for [Major Local Employer 1], [Major Local Employer 2], or [Major Local Employer 3]. Did you know they offer paid time off to volunteer here? We can help you set that up.”

The “Employer” Field: Ensure your volunteer registration forms include a mandatory field for “Employer.” This data is the fuel for your VTO strategy. Without it, you are flying blind.

Strategy 3: Gamifying the Search for Eligible Volunteers

Data collection can be tedious. To make internal marketing of volunteer time off engaging, turn it into a friendly competition.

The “VTO Scavenger Hunt”: Challenge your program staff to identify as many VTO-eligible volunteers as possible in one month.

The Goal: “Identify 20 volunteers who work for companies with VTO policies.”

The Method: Staff can ask volunteers during shifts, check email domains (e.g., @deloitte.com), or review LinkedIn profiles.

The Prize: The staff member who uncovers the most potential VTO hours wins a gift card or an extra half-day of PTO.

This gamification trains your team to be observant. They stop seeing “a volunteer” and start seeing “a Microsoft employee with 20 hours of unused VTO.”

Strategy 4: Sharing Success Stories to Build Culture

Nothing drives adoption like social proof. When a volunteer successfully uses VTO, celebrate it internally.

The “Win of the Week”: In your weekly staff email, highlight a VTO success story. For example, “Shout out to our volunteer coordinator, Sarah! She noticed a volunteer wearing a Salesforce t-shirt, asked about VTO, and now that volunteer has committed to 7 full days of service (56 hours) using their VTO benefit!”

Visual Reminders: Create a “Corporate Impact Wall” in your office. Post logos of companies whose employees have used VTO to support you. This serves as a constant visual reminder to staff that corporate partnerships are vital to your ecosystem.

Leveraging Technology to Support Your Team

Manual tracking is the enemy of sustainability. If marketing volunteer time off internally requires your staff to spend hours Googling corporate policies, they will eventually stop doing it. You need to equip them with the right tools.

Employer Search Tools: Invest in a corporate giving database, such as Double the Donation. These tools can be embedded directly into your volunteer forms.

How it helps: When a volunteer enters their employer’s name, the tool instantly tells them (and your staff) whether the company offers VTO or volunteer grants. This removes the guesswork and provides immediate verification.

Automated Nudges: Use your CRM to automate the “ask.” If a volunteer registers with a corporate email address known to offer VTO, set up an automated email that says: “We see you work for [Company]. They offer 20 hours of VTO! Here is a link to the form you need to submit to get paid for your time with us.”

By automating the outreach, you ensure that every opportunity is captured, even when your staff gets busy.

Wrapping Up & Next Steps

Marketing volunteer time off internally is about shifting your organizational mindset. It requires moving away from the idea that volunteers are just “free help” and recognizing them as valuable assets with corporate backing. When your entire team—from the front desk to the executive suite—understands the power of VTO, you create a culture that maximizes every hour given to your cause.

By training your staff, integrating VTO into onboarding, and leveraging technology, you can turn your volunteer program into a robust engine for corporate engagement and financial sustainability.

Ready to get your team on board?

  • Audit Your Data: Check your current volunteer list. What percentage has employer info listed?
  • Create the Cheat Sheet: Build the one-page resource of local VTO companies this week.
  • Host the Training: Schedule a 30-minute session to teach your staff how to ask the “VTO question.”

Don’t let these corporate benefits go to waste. Start the conversation internally today, and watch your volunteer capacity grow. Plus, see how tools like Double the Donation Volunteering can help!

Volunteer Time Off Letters-Templates to Boost Impact

Volunteer Time Off Letters: Templates to Boost Impact

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Volunteers are the engines that keep nonprofits running. They staff events, mentor beneficiaries, clean up parks, and perform the essential day-to-day tasks that allow organizations to thrive. However, the number one barrier preventing supporters from volunteering more is a lack of time. Between professional responsibilities and personal lives, finding a few hours to slip away during the workday can feel impossible for your supporters. This is where Volunteer Time Off letters become a critical tool in your communication arsenal.

Volunteer Time Off (VTO) is a corporate benefit where companies pay their employees to volunteer during work hours. It removes the conflict between “earning a living” and “making a difference.” Yet, despite the fact that 66% of employers provide some form of paid time off program, many employees are unaware this benefit exists or are hesitant to request it.

By sending strategic Volunteer Time Off letters, your nonprofit can educate your supporters, encourage them to utilize their corporate benefits, and unlock hundreds of hours of reliable, daytime volunteer support. Furthermore, VTO is often a gateway to financial support; companies that offer VTO often offer volunteer grants (financial donations based on hours served).

In this guide, we’ll cover:

If you are ready to fill your daytime volunteer shifts and deepen relationships with corporate partners, this guide is your roadmap.

The Strategic Value of Promoting VTO

Why should a nonprofit spend time teaching volunteers about their own HR benefits? Because VTO solves the two biggest problems volunteer coordinators face: recruitment and retention.

When a volunteer has to take unpaid leave or use precious vacation days to support you, the “cost” of volunteering is high. When they can use VTO, the cost becomes zero—in fact, they are being paid to be there. This dynamic shifts volunteering from a sacrifice to a perk.

Expanding Your Volunteer Pool Companies with paid VTO programs offer an average of 20 hours per year per employee. This is approximately 2.5 days of full-time work that each supporter could dedicate to your mission. By sending Volunteer Time Off letters, you are essentially inviting supporters to take a “paid field trip” to your organization. This appeals to professionals who want to help but cannot commit to weekends or evenings.

Unlocking Financial Revenue VTO and volunteer grants are cousins in the corporate philanthropy world. If a company values volunteering enough to pay its employees for it, it likely also offers “Dollars for Doers” grants. 40% of Fortune 500 companies offer volunteer grant programs. By getting a volunteer in the door via VTO, you are setting the stage to ask them to log their hours for a financial grant later.

Did You Know? 62% of individuals report that the ability to volunteer during business hours would be the top factor for a positive experience. By proactively encouraging VTO, you are directly improving donor satisfaction and engagement.

The Anatomy of a Perfect VTO Appeal

Writing a request for a supporter to take time off work requires tact and excitement. You aren’t asking for a favor; you are reminding them of a benefit they have earned. To ensure your Volunteer Time Off letters are effective, they should contain these five core elements:

1. The “Value Proposition”

Start by framing the letter around the impact the volunteer can make and the benefit to them. “Spend a day out of the office making a difference” is a compelling hook.

2. The Educational Pivot

Assume the volunteer doesn’t know their company offers VTO. Use phrases like, “Did you know your company might pay you to volunteer with us?” This positions you as a helpful resource, not just a requester.

3. Clear Eligibility Data

If you know they work for a VTO-friendly company (like Patagonia or Deloitte), be specific. Mentioning their employer by name increases open rates and engagement.

4. The “Easy Button” (CTA)

Provide a clear call to action. Do not just say “come volunteer.” Say, “Sign up for our specific VTO-friendly Friday shifts here” or “Click here to download a flyer to show your manager.”

5. The Financial Connection

Briefly mention that their time might also result in a financial grant. This plants the seed for future fundraising without making a direct monetary ask.

Scenario 1: The Known Eligible Volunteer Time Off Letter

The highest conversion rate comes from volunteers you know work for VTO-friendly companies. If your database indicates a supporter works for a company like Thomson Reuters (which offers 2 paid days/year) or GM Financial (8 hours/quarter), you can send a highly specific letter.

Subject: Take a paid day off to support [Nonprofit Name]!

Body:

Dear [Volunteer Name],

We know how hard you work, and we appreciate every moment you spend supporting [Nonprofit Name]. We also know that balancing a career with your passion for our mission can be a challenge.

Great news: Because you work at [Employer Name], you don’t have to choose between work and volunteering.

Our records show that [Employer Name] offers a generous Volunteer Time Off (VTO) program. This means you are eligible for [Insert Hours, e.g., 16 hours] of paid time off specifically to volunteer with organizations like ours.

Why not use a VTO day to join us? We have several upcoming daytime opportunities that would be perfect for using your VTO benefit:

  • [Event/Shift Option 1]
  • [Event/Shift Option 2]

Next Steps:

  • Check your internal HR portal to confirm your available VTO hours.
  • Register for a shift on our calendar [Link].
  • Enjoy a day out of the office making a real difference!

Thank you for being a champion for our cause—both in and out of the workplace.

Sincerely,

[Signature]

Quick Tip: Companies like Microsoft focus heavily on skills-based volunteering during VTO. If you are writing to a tech professional, tailor the letter to ask for specific help with IT, web design, or data analysis during their VTO hours.

Scenario 2: The Unknown Eligibility Volunteer Time Off Letter

For the majority of your database, you may not know their employer, or you may not know if that employer offers VTO. In this case, your Volunteer Time Off letters serve as a discovery tool. You are educating them on the concept and asking them to investigate.

Subject: A perk you might be missing out on…

Body:

Dear [Volunteer Name],

Volunteers like you are the heartbeat of [Nonprofit Name]. We are constantly amazed by your dedication.

We wanted to share a tip that many of our supporters use to spend more time giving back without sacrificing their weekends. Did you know that 66% of companies now offer paid Volunteer Time Off (VTO)?

This means your employer might pay you to spend a morning, afternoon, or full day volunteering with us during the work week. It’s a great way to recharge, give back, and utilize a benefit you may not even know you have.

How to find out: Check your employee handbook or ask your HR representative if your company offers “Volunteer Time Off” or “Community Service Days.”

If they do: We would love to host you! We have shifts available [Days of week] that fit perfectly into a VTO day. Check out our schedule here: [Link].

Plus: Many companies that offer VTO also offer Volunteer Grants—meaning they will donate money to us for every hour you serve. It’s a double win for our mission!

Thank you for everything you do.

Sincerely,

[Signature]

Scenario 3: The Volunteer Time Off Advocacy Letter

What if a volunteer checks, but their company doesn’t offer VTO? Don’t let the conversation end there. Employees have significant leverage to shape corporate culture. You can provide a template for them to send to their HR department to advocate for a VTO program. This positions your nonprofit as a thought leader and partner in their professional development.

Subject: Help bring VTO to [Employer Name]

Body:

Dear [Volunteer Name],

Thanks for checking into VTO for us! Even though [Employer Name] doesn’t currently offer a paid volunteer program, your inquiry shows them that their employees care about community impact.

Many companies launch VTO programs because employees ask for them. If you are interested in advocating for this benefit, we’ve drafted a short note you can share with your HR team or manager.

Sample Email to Leadership/HR:

“Hi [Name],

I am an active volunteer with [Nonprofit Name] and am passionate about supporting our community. I recently learned that many companies in our industry are offering Paid Volunteer Time Off (VTO) as a way to support employee well-being and corporate social responsibility.

Research shows that VTO improves employee engagement and retention. Would [Company Name] be open to exploring a VTO pilot program? I would love the opportunity to use a workday to give back to the causes that matter to our team.

Thanks, [Employee Name]”

Regardless of the outcome, we appreciate you going the extra mile to advocate for service!

Sincerely,

[Signature]

Best Practices for Sending VTO Emails

To ensure your Volunteer Time Off letters result in filled shifts, you need to be strategic about when and how you send them.

1. The “Use It or Lose It” Campaign

Most corporate VTO hours reset on January 1st. In October and November, send a dedicated email reminding volunteers that they might have unused VTO hours that will expire. Frame it as “Don’t leave your benefits on the table!” This creates urgency during the critical year-end giving season.

2. Group Volunteer Pitches

VTO is often used for team-building. Modify your letters to ask volunteers to bring their whole department. “Have VTO? Bring your team for a Service Day!” is a compelling pitch for managers looking for morale-boosting activities.

3. Integrate into Onboarding

When a new volunteer signs up with you, include a section on VTO in their welcome packet. “Check if your employer offers VTO” should be a standard step in your onboarding checklist, right next to signing the waiver.

4. Leverage Data Tools

If you are using a tool like Double the Donation, you can identify which of your donors work for VTO-eligible companies automatically. This allows you to segment your email list and send the “Known Eligibility” template only to the people you know can act on it, increasing conversion rates and reducing email fatigue.

Wrapping Up & Next Steps

Volunteer Time Off letters are a low-cost, high-impact way to increase your volunteer capacity. By guiding your supporters to utilize the corporate benefits available to them, you validate their desire to help while securing the daytime support that is often so hard to find.

Remember, you are not imposing on your volunteers; you are helping them access a perk they have earned. You are empowering them to integrate their professional life with their personal values.

Ready to fill your volunteer calendar?

  • Audit your list: Use an employer append or screening tool to find out where your volunteers work.
  • Update your site: Add a “Workplace Giving” section to your volunteer page that mentions VTO.
  • Send the emails: Use the templates above to launch your first VTO awareness campaign this month.

Start turning corporate policy into nonprofit impact today! Plus, see how a solution like Double the Donation Volunteering can help your team grow its impact with ease.

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.