Donation matching guide: How to double your donations

The good news? With the right approach, you can start capturing these extra dollars. Harness Community can guide you through the process, helping you identify opportunities and implement strategies to make the most of matching donations. Whether you're new to the concept or looking to refine your efforts, this guide will show you exactly how to find, claim, and maximize matching gifts.

What is donation matching?

Donation matching is exactly what it sounds like—when a company matches the donations their employees make to nonprofits. If an employee donates $50 to your organization, their employer might match it dollar for dollar, turning that gift into $100. Some companies even double or triple the original donation!

It’s part of something called corporate social responsibility (CSR)—a fancy way of saying companies want to give back and support causes their employees care about. The best part? The money is already there—nonprofits just need to help their donors take advantage of it.

How do matching gift programs work?

The process is simple, but many donors don’t realize they need to take action to get their gift matched. Being aware of these steps can unlock free funding for your nonprofit:

Step 1: The employee donates

A donor gives to your nonprofit through:

• Your website
• A check or cash donation
• A workplace donation campaign
• Payroll deductions (some companies allow automatic donations)

At this point, the donor might not even know their gift is eligible for a match. That’s why it’s important to mention matching gifts early—on donation pages, in thank-you emails, and even during fundraising events.

Step 2: they check their company’s matching gift program

Not every company offers donation matching, so the donor needs to look up their employer’s policy. Each company has its own rules, such as:

• Match ratio: Some match donations dollar for dollar, while others double or even triple the original gift.
• Eligible nonprofits: Some only match donations to education, health, or environmental causes, while others include all 501(c)(3) organizations.
• Minimum & maximum amounts: Companies may require a minimum donation (e.g., $25) or have a cap (e.g., $5,000 per year).
• Who qualifies: Some companies only match gifts from full-time employees, while others extend it to part-time staff, retirees, or even spouses.

Step 3: The donor submits a match request

This is where most matching gift opportunities get lost. Many donors forget to submit their request or assume it’s complicated, but most of the time, it’s just a simple online form.

Here’s what they usually need to do:

• Log into their employer’s matching gift portal (or fill out a paper form if required).
• Enter donation details like the amount, date, and nonprofit name.
• Upload proof of donation (such as an emailed receipt).
• Submit the request.

Some companies automate this process, meaning donors don’t even have to fill out a form—if your nonprofit has the right tools in place (hint: Harness can help!).

Step 4: The company reviews & matches the gift

Once the request is submitted, the company verifies the donation and, if everything checks out, sends the matching funds to your nonprofit.

At this point, your organization has just doubled the impact—without asking the donor for more money.

Most companies have deadlines for submitting match requests. Some require submission within 90 days, while others allow up to a year after the donation. Reminding donors about these deadlines can help prevent lost matches.

Which companies match donations?

Thousands of companies across the U.S. offer matching gift programs, but many donors don’t realize their employer is one of them. The good news? Some of the biggest brands in the world match employee donations, including:

• Tech giants like Microsoft, Apple, and Google
• Banks and financial institutions like Bank of America, JPMorgan Chase, and Wells Fargo
• Retailers like Walmart, Home Depot, and Starbucks
• Pharmaceutical and healthcare companies like Pfizer and Johnson & Johnson
• Energy companies like ExxonMobil and Chevron

Who qualifies for matching gifts?

Companies usually set eligibility requirements based on:

• Employment status – Some programs are limited to full-time employees, but others include part-time staff, retirees, or even spouses.
• Donation amount – Most companies have minimum and maximum match amounts. For example, they might only match gifts over $25 and up to $5,000 per year.
• Nonprofit type – Some companies only match donations to education, healthcare, or environmental organizations, while others support any registered 501(c)(3) nonprofit.

How donors can check if their company matches gifts

Since each employer has different rules, the best way for donors to check if they’re eligible is to:

1. Use a matching gift search tool – Many nonprofits provide an easy search bar where donors can type in their employer’s name and see the details.
2. Ask HR – If a donor isn’t sure, they can check with their company’s Human Resources or Benefits team.
3. Check the company’s website – Many large corporations list their matching gift policies in their employee benefits section.

Many donors won’t take the extra step to research their employer’s program. That’s why making matching gift information easily accessible on your nonprofit’s website and donation page can help capture more matches.

Matching gift program guidelines

Every company sets its own rules for matching gifts, and understanding these guidelines can help you maximize the number of successful match requests. Here are the key factors that determine whether a donation qualifies:

Match ratio: How much will the company match?

Most companies match donations at a 1:1 ratio (dollar for dollar). That means a $50 donation becomes $100. However, some companies are even more generous:

• 2:1 ratio: The company doubles the donation, turning $50 into $150.
• 3:1 ratio: The company triples the donation, making a $50 gift worth $200.

Higher match ratios tend to be offered by large corporations with strong corporate giving programs.

Minimum & maximum donation amounts

Companies often set limits on how much they will match per employee each year. Common policies include:

• Minimum donation requirement – Many companies only match gifts over $25 to avoid processing small donations.
• Maximum match amount – Companies may cap their matching contributions at $1,000, $5,000, or even $10,000 per year.

If a donor exceeds their employer’s limit, only the portion within the company’s cap will be matched.

Eligibility: which nonprofits qualify?

Not every nonprofit is eligible for matching gifts. Companies may limit matching to specific causes, such as:

• Educational institutions (schools, colleges, scholarship funds)
• Health & medical organizations (hospitals, disease research, mental health services)
• Environmental nonprofits (conservation groups, sustainability initiatives)
• Arts & cultural organizations (museums, theaters, historical societies)

Some companies exclude religious organizations, political groups, or certain types of fundraising campaigns.

Submission deadlines: when to request a match

Many donors miss out on matching gifts simply because they don’t submit their requests in time. Companies set different deadlines, such as:

• End of the calendar year – The most common deadline is December 31st of the year in which the donation was made.
• A set number of months after the donation – Some companies require match requests within 3 to 12 months of the original gift.
• By the end of the following calendar year – A few companies allow requests to be submitted well into the next year.

How to market matching gifts to your donors

Even if your nonprofit has access to a matching gift database and tracking tools, none of it matters if donors don’t take action. Many donors simply don’t know about matching gifts or assume the process is too complicated. The key to capturing more matching funds? Effective marketing.

1. Promote matching gifts on your donation page

The best time to tell donors about matching gifts is when they’re already donating. Add a matching gift search tool directly on your donation page so donors can check their eligibility before they hit submit.

2. Send follow-up emails after every donation

After a donor gives, they should get an automatic email thanking them and reminding them about matching gifts. Include:

• A quick reminder to check their eligibility
• A direct link to submit a match request
• A deadline (if applicable) to encourage urgency

3. Use social media to spread awareness

Not everyone reads emails, so meet your donors where they are—on social media! Post short, engaging content about matching gifts, such as:

• A quick stat about how much money goes unclaimed every year
• A testimonial from a donor who got their gift matched
• A video tutorial on how to submit a match request

4. Train your fundraising team & volunteers

Your team should know how to answer basic questions about matching gifts. Train them to mention matching opportunities during:

• Fundraising events
• Phone calls with donors
• One-on-one donor meetings

5. Add matching gift reminders to tour thank-you messages

Anytime you thank a donor—whether in an email, letter, or even a handwritten note—include a quick mention of matching gifts.

Example:
Thank you for your generous donation! Did you know your employer might match it? It only takes a minute to check—double your impact today!

Don’t leave free money on the table

Matching gifts are one of the easiest ways to increase donations without asking donors to give more. But most nonprofits aren’t capturing this free funding simply because donors don’t know about it.

That’s where Harness comes in. We help nonprofits automate matching gifts, boost donor engagement, and secure more corporate matches—without the extra workload.

FAQs about matching donations

How do I know if my employer offers matching gifts?

Many companies have matching gift programs, but they don’t always advertise them. The easiest way to find out is by using a matching gift search tool, which is often available on nonprofit websites. You can also ask your HR department or check your employee benefits portal for details.

How much will my company match?

Each company sets its own rules. Most match donations dollar for dollar, but some go even further by doubling or tripling the original donation. The exact amount depends on your employer’s match ratio, which should be outlined in their corporate giving policy.

Are all nonprofits eligible for matching gifts?

Not necessarily. Companies often have guidelines on which organizations qualify. Many support educational institutions, health and medical nonprofits, environmental organizations, and arts and cultural groups. Some companies exclude religious organizations, political groups, or crowdfunding campaigns, so it’s always best to check your employer’s policy before assuming your donation is eligible.

Do part-time employees and retirees qualify for matching gifts?

Some companies extend their matching gift programs to part-time employees, retirees, or even spouses, but not all do. If you’re not sure whether you qualify, check with your employer’s HR team or look for details in your benefits portal.

Is there a deadline to submit a matching gift request?

Yes, and it varies by company. Some require employees to submit their match request within 90 days of making the donation, while others allow up to a year. To be safe, it’s always best to submit your request as soon as possible.

What if my company doesn’t offer a matching gift program?

If your employer doesn’t currently match donations, you can still ask HR if they would consider starting a program. Many companies launch matching gifts after employees express interest. You could also encourage workplace donations in other ways, like organizing a company donation drive, suggesting payroll giving, or looking into corporate sponsorship opportunities.

How can my nonprofit increase matching gift revenue?

The best way to maximize matching gifts is by making donors aware of the opportunity. Promote matching gifts on your donation page, in follow-up emails, and in thank-you messages. Use a matching gift database to help donors check their eligibility, and send reminders to encourage them to submit their requests. Automating the process with a tool like Harness can also help track and increase match submissions, ensuring you capture every possible dollar.

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