Data is the lifeblood of any modern nonprofit, influencing everything from who you call to how you craft your appeals. However, many organizations have a significant blind spot in their databases: employment information. You likely know your donors’ names, giving history, and email addresses, but do you know where they spend the majority of their week? If that field in your CRM is blank, you are missing the master key to unlocking corporate philanthropy. The solution lies in a strategic workflow known as the Employer Appends Process.

When you understand the Employer Appends Process, you empower your organization to identify high-value corporate partners, segment your audience for better engagement, and secure the billions of dollars in corporate matching gifts and volunteer grants that go unclaimed each year. In this guide, we’ll cover:

By enriching your existing donor records with external data, you can uncover hidden opportunities and transform your fundraising strategy from reactive to proactive. While the concept of data enrichment might sound technical, the process is a manageable workflow that any development team can master. It is not just about acquiring a list of company names; it is about gaining the insight needed to send the right message to the right donor at the exact right time. Let’s jump in.

The Strategic Value of Employer Appends

Before diving into the logistics of the process, it is essential to understand exactly why this investment is necessary. An employer append is a data enhancement service where a third-party provider takes your existing donor contact information (name, address, email, phone) and matches it against massive external databases to identify their employer.

For nonprofits, this is not just trivia—it is actionable intelligence. Knowing where your donors work is the foundation for unlocking three major revenue streams: matching gifts, volunteer grants, and corporate sponsorships.

Unlocking Matching Gifts

The most direct financial benefit of the Employer Appends Process is identifying matching gift eligibility. An estimated $4 to $7 billion in matching gift revenue goes unclaimed every year, largely because donors are simply unaware that their employer offers such a program. If you do not know that a donor works for General Electric or Microsoft, you cannot inform them that their donation could instantly be doubled. Employer appends bridge this gap by revealing these affiliations at scale, allowing you to send targeted reminders that drive revenue.

Identifying Volunteer Grants

Corporate giving isn’t limited to matching dollars; it also matches time. Many companies offer “Dollars for Doers” grants, donating money to nonprofits where their employees volunteer. In fact, 40% of Fortune 500 companies offer volunteer grant programs. By appending employer data to your volunteer lists, you can identify supporters whose hours are worth double to your organization—their labor and a corporate check.

Uncovering Corporate Partnerships

Your donors are your best bridge to corporate sponsorships. If you discover that 50 of your donors work for a local bank or a specific tech firm, you have a compelling case to approach that company for a sponsorship or grant. You are not cold-calling; you are demonstrating that their employees are already invested in your mission.

Did You Know? Mentioning matching gifts in fundraising appeals results in a 71% increase in response rate and a 51% increase in average donation amount. Simply knowing the employer allows you to add this powerful call-to-action to your messaging, making the Employer Appends Process a vital tool for boosting overall campaign performance.

Step 1: Auditing and Preparing Your Data

The Employer Appends Process begins long before you hire a vendor. The quality of the results you get out is directly dependent on the quality of the data you put in. If your database is riddled with duplicates, typos, or obsolete addresses, the match rates will suffer.

Conduct a Data Hygiene Audit

Start by reviewing your donor records. You must ensure that the data you plan to send out is as clean as possible. Look for common issues that could confuse a matching algorithm:

  • Duplicate Records: Merge duplicate entries for the same donor to avoid paying to append the same person twice.
  • Inconsistent Formatting: Ensure names are separated into “First” and “Last” fields, and that addresses follow standard postal formats.
  • Missing Identifiers: The more data points you provide (email, phone, home address), the higher the likelihood of a successful match.

Define Your Scope and Goals

You do not necessarily need to append your entire database. If you are on a strict budget, consider segmenting your list. You might prioritize:

  • Active Donors: People who have given in the last 12 to 24 months.
  • Major Gift Prospects: Donors giving above a certain threshold who have unknown capacity.
  • Volunteers: Active volunteers who might be eligible for grants.

By narrowing your focus, you can maximize your return on investment and ensure you are gathering data on the people most likely to engage with your follow-up campaigns.

Step 2: Selecting the Right Appends Provider

Not all data appends providers are created equal. When researching vendors for the Employer Appends Process, you need to look beyond just the price per record. For nonprofits, the type of data matters as much as the accuracy.

Look for Workplace Giving Specialization

General marketing data firms might give you an employer name, but that is where their value ends. You need a provider that specializes in the nonprofit sector. Specialized providers don’t just tell you “Jane works at Home Depot”; they tell you “Jane works at Home Depot, which has a matching gift program with a 1:1 ratio.” This context turns raw data into fundraising fuel.

Key Questions to Ask Providers

  • Match Rates: What percentage of records do they typically match? A typical range for nonprofit files is often between 25% and 40%, depending on the quality of your input data.
  • Data Sources: Do they use public records, social profiles, or proprietary databases? Diverse sources usually yield better accuracy.
  • Confidence Scores: Do they provide a “confidence score” or accuracy rating for each match? This helps you know which data points are rock-solid and which need verification.
  • Turnaround Time: How long will the process take? This helps you plan your marketing calendar accordingly.

Quick Tip: Ask if the provider offers a “test” file. Many reputable companies will allow you to upload a small sample (e.g., 100 records) for free or a low cost. This lets you verify the accuracy of their data before committing to a full contract.

Step 3: The Matching and Enhancement Phase

Once you have prepped your file and chosen a partner, the actual technical execution of the Employer Appends Process takes place. This is often the simplest part for the nonprofit, but understanding what happens “inside the black box” helps you manage expectations.

Data Submission

You will typically export your selected donor segments into a CSV or Excel file. This file should include unique ID numbers (to help you re-import the data later) and all relevant contact details. Most providers have secure, encrypted portals for uploading this sensitive information to ensure donor privacy.

The Matching Algorithm

The provider’s system scans your file against their massive aggregation of employment data. They use “fuzzy matching” logic to account for nicknames (e.g., “Bill” vs. “William”) or slight variations in addresses.

  • Exact Matches: High confidence. All identifiers align perfectly.
  • Probable Matches: Moderate confidence. Most identifiers align, but perhaps an old address is used.

The Output

The provider returns your file with new columns added. These typically include:

  • Employer Name: The company the donor works for.
  • Job Title: (If available) Helps with wealth screening and identifying decision-makers.
  • Matching Gift Status: (If using a specialized provider) A flag indicating if the company matches gifts.
  • Confidence Code: A rating of how likely the match is to be correct.

Step 4: Integrating and Activating Your New Data

Receiving the file is not the finish line; it is the starting line. The true success of the Employer Appends Process depends on how effectively you integrate this new intelligence into your fundraising workflow.

Update Your CRM

Import the new data back into your donor database. Ensure you map the fields correctly so that “Employer Name” goes into the employment field and not the notes section. If your provider provides confidence scores, you might choose to import only matches with a high confidence rating to keep your database clean.

Segment Your Communication

Now, stop treating your donors like a monolith. Use this data to create targeted email segments:

  • The “Match-Eligible” Segment: Donors who work for matching gift companies. Send them a specific email: “Did you know [Employer Name] will double your donation?”
  • The “Corporate Partner” Segment: Donors working at companies with strong CSR reputations. Flag these for personal outreach by your corporate relations officer.
  • The “High-Capacity” Segment: Donors with C-suite or Director-level titles. Move these into a prospect pool for major gift officers to review.

Launch Automated Campaigns

If you use a matching gift automation platform, you can feed this data directly into the system. This allows you to trigger automated emails to donors retroactively. For example, you can send an email saying, “We noticed you work for [Company]. They offer a matching gift program—here is the link to their form to submit your request for your recent donation.”

Did You Know? Many donors assume they are ineligible for matching gifts because of their employment status. However, some companies match donations from retirees, spouses, or part-time employees. Having accurate employment data allows you to educate these specific groups about their eligibility.

Best Practices for Data Hygiene and Maintenance

Data decays quickly. People change jobs, companies merge, and policies update. To ensure the Employer Appends Process continues to deliver ROI, you must view it as an ongoing cycle, not a one-time fix.

Schedule Regular Re-Appends

Depending on the size of your database and the turnover of your donor file, aim to run a fresh employer append every 12 to 24 months. This captures donors who have changed jobs and new donors who have entered your system without providing employment details.

Build Data Collection into Intake

Stop the bleeding of missing data by improving your intake forms. Add an optional “Employer” field to your online donation pages and volunteer sign-up forms. Using a search tool with an autocomplete function encourages donors to provide this info by making it easy to find their company.

Validate with Donors

Use your communications to verify the data. In your annual update or donor survey, show them the info you have on file (e.g., “Do you still work at [Company]?”) and ask them to update it. This keeps your data fresh and reminds them of their potential connection to payroll giving.

Measuring Success: KPIs for the Process

To justify the investment in employer appends, you need to track the results. It is not enough to simply count the number of records matched; you must measure the revenue impact.

Match Identification Rate

Track the percentage of your donor base that was successfully matched to an employer. If this rate is low, it might indicate that your base is largely retired or that you need a vendor with better coverage of small-to mid-sized businesses.

Revenue Lift

This is the ultimate metric. Track the increase in matching gift revenue and volunteer grants in the 12 months following the append compared to the previous year. For example, some organizations see huge increases in identified match revenue simply by prioritizing identification strategies.

Conversion Rate

Measure how many of the identified match-eligible donors actually submitted a request after your outreach. A low conversion rate suggests that while your data is good, your communication strategy might need refinement. Perhaps the emails aren’t clear, or the instructions for the donor are too complex.

Wrapping Up & Next Steps

The Employer Appends Process is one of the most efficient ways to turn “dead data” into “active revenue.” By systematically identifying where your donors work, you peel back the curtain on thousands of dollars in potential corporate funding that is currently sitting unclaimed. It allows you to move from generic “please give” messaging to highly personalized, strategic partnerships that benefit the donor, their employer, and your mission.

While the technical steps (cleaning, matching, and importing, etc.) require diligence, the payoff is substantial. A single append can reveal hundreds of match-eligible donors, dozens of potential corporate sponsors, and a clear roadmap for your major gifts team.

Ready to uncover the hidden potential in your donor list?

  • Run a quick query: How many of your active donor records are missing employer info? If it’s more than 30%, it’s time for an append.
  • Check your forms: Are you asking for employer info on your donation page? If not, add that field today.
  • Explore solutions: Look into specialized providers that can not only append the data but also instantly connect it to actionable matching gift forms.

Don’t let missing data slow down your mission. Start the Employer Appends Process today and give your fundraising team the intelligence they need to thrive. See how Double the Donation’s workplace giving insights can help!