Best Payroll Giving Templates to Support Employee Giving

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Best Payroll Giving Templates to Support Employee Giving

Encouraging employee giving through payroll donations can be one of the most effective ways for nonprofits to secure consistent, long-term support. However, getting individuals to take that first step often comes down to two key factors: increasing awareness and making it easy for them to get involved. And that’s where payroll giving templates (like these ones!) come in:

  1. Payroll giving introduction template
  2. Payroll giving impact overview template
  3. Payroll giving FAQ, answered template
  4. Payroll giving drive announcement template
  5. Payroll giving + matching gifts appeal template
  6. Payroll giving thank-you note template

From introductory information to dedicated campaign emails, having ready-made, customizable templates can remove friction, boost participation, and help you build stronger relationships with both employers and their teams.

In this post, we’ll explore the best payroll giving templates your nonprofit can use to streamline the process and inspire more employees to participate. Feel free to utilize these pre-written messages in your own outreach efforts to get started.

Let’s dive in!

Payroll giving introduction template

This email introduces supporters to the concept of payroll giving in a clear, approachable way. It’s ideal for first-time outreach or onboarding and helps nonprofits explain the ease and long-term impact of regular paycheck donations.

Use it to raise awareness and drive initial sign-ups.

Template #1:

Subject Line: Make a Difference—Right from Your Paycheck

Hi [First Name],

Did you know you can support [Nonprofit Name] directly through your paycheck? Payroll giving is one of the easiest and most impactful ways to donate—no paperwork, no fuss, just consistent support that adds up over time.

Whether it’s $5 or $50 per pay period, your donation helps us [brief impact statement, e.g., provide meals, fund research, support children, etc.].

🎯 Plus, it’s simple to get started with your employer’s payroll giving system:
[Insert link to payroll giving sign-up page or instructions for doing so]

Let us know if you have any questions about the process!

Thank you for being part of our mission,
—The [Nonprofit Name] Team

Payroll giving impact overview template

This template showcases the tangible results of payroll giving, helping donors see how small, regular gifts create significant change. It reinforces the value of sustained support and encourages new or existing donors to participate—or increase their contributions.

Template #2:

Subject Line: Here’s What Payroll Giving Achieves Every Month

Hi [First Name],

Regular support through companies’ payroll giving programs powers real change. In just the past [timeframe], payroll donors like you have helped us:

✅ [Impact stat 1, e.g., provide 12,000 meals]
✅ [Impact stat 2, e.g., fund 30 hours of medical care]
✅ [Impact stat 3, e.g., rescue 15 abandoned pets]

Payroll giving funding is crucial for our team because it’s so predictable. It enables us to plan ahead, scale our programs, and respond more quickly when challenges arise.

Want to join the effort? [Insert sign-up link or employer instructions]

Thank you for considering this sustainable and impactful way to give.
—[Nonprofit Name]

Payroll giving FAQ, answered template

Designed to overcome common hesitations, this FAQ email demystifies payroll giving and addresses supporter concerns directly. It builds trust and reduces friction in the sign-up process, making it a strong follow-up to introduction emails or campaign promotions.

Template #3:

Subject Line: Wondering How Payroll Giving Works? We’ve Got Answers

Hi [First Name],

Payroll donations are a powerful form of workplace giving, and it’s something our team receives a lot of questions about. So we thought we’d provide a quick FAQ to help!

What is payroll giving?
It’s an easy way to donate to [Nonprofit Name] directly from your salary. It generally involves signing up through your employer’s payroll giving system, allowing you to make contributions straight from your paychecks on a regular basis.

Is it secure?
Yes! Donations are managed securely through your employer’s payroll system.

How much should I give?
Every bit helps—even $5 per paycheck adds up to real impact over time.

Can I cancel or change my donation?
Absolutely. You’re in full control and can stop or adjust your donations at any time.

How do I sign up?
It’s easy! Head to your employer’s payroll giving system here to get started: [Insert sign-up link or employer contact info]

Have more questions? Just reply to this email—we’re always here to help!
—[Nonprofit Name] Team

Strategies for increasing payroll donation revenue for nonprofits

Payroll giving drive announcement template

This template is perfect for launching a time-bound campaign to boost payroll giving participation. It creates urgency, sets a clear goal, and encourages collective action.

Use it to energize your community and increase donor acquisition during targeted giving drives.

Template #4:

Subject Line: Join Our Payroll Giving Drive—Help Us Hit Our Goal!

Hi [First Name],

We’re launching our [Month/Season] Payroll Giving Drive, and we’d love for you to be part of it! Our goal is to welcome [X number] of new payroll donors by [Date]—and every signup brings us closer to sustaining our mission long-term.

🎁 Bonus: [Optional incentive or employer match mention]
🚀 Goal: [Short campaign goal, e.g., 100 new payroll donors]
📝 It’s Easy to Sign Up Here: [Link to payroll giving system or instructions]

When we come together—even in small amounts—huge things happen. Let’s do this!
—[Nonprofit Name] Campaign Team

Payroll giving + matching gifts appeal template

This email emphasizes the powerful combination of payroll giving and employer matching programs. It helps nonprofits educate supporters about matching gifts and drives higher-value contributions by doubling impact, all with minimal extra effort for the donor.

Template #5:

Subject Line: Double Your Impact—With Payroll Giving + Matching

Hi [First Name],

Great news: many employers offer corporate matching gifts for payroll donations—meaning your gift could go twice as far for our mission!

Here’s how to maximize your impact:

  1. Sign up for payroll giving ([Insert link to payroll giving lookup tool]).
  2. Check if your employer matches donations ([Insert link to matching gift lookup tool]).
  3. Submit your match request—it’s often just a simple online form.

With a match, a $20 monthly gift could become more than $40 per month! That’s double the impact for our cause⁠—and double the constituents that will benefit from your donation.

Together, we can [impact statement]. Let’s double down for good.
—[Nonprofit Name] Team

Payroll giving thank-you note template

A warm, personalized thank-you message that recognizes and celebrates payroll donors. It helps nonprofits build donor loyalty, increase retention, and foster long-term relationships.

This email is especially valuable for stewardship and year-round donor engagement.

Template #6:

Subject Line: Your Payroll Gifts Are Making a Difference—Thank You

Hi [First Name],

Thank you so much for supporting [Nonprofit Name] through payroll giving. Your generosity fuels the programs, people, and progress that make our mission possible.

Because of donors like you, we’ve been able to:

🌟 [Impact point 1]
🌟 [Impact point 2]
🌟 [Impact point 3]

You’re not just giving—you’re changing lives every month. We’re honored to have you with us.

With deep appreciation,
—The [Nonprofit Name] Team

P.S. Feel free to share our payroll giving program with coworkers—we’d love to grow the impact together!

Wrapping up & additional payroll giving resources

Payroll giving has the potential to transform employee generosity into steady, predictable funding for your cause. With the right templates in place, your nonprofit can provide corporate employees with the necessary tools to enroll, engage, and stay connected.

Whether you’re launching a new program or refining an existing one, these pre-written messages will help you remove barriers and grow your impact—one paycheck at a time.

Ready to learn more about payroll giving and other forms of workplace philanthropy? Check out these recommended resources:

Increase payroll giving donations payroll giving templates along with Double the Donation's tools.

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