Microsoft Nonprofit Grant Eligibility: What to Check Before You Apply

Microsoft offers nonprofits donated software through its nonprofit grant program. The grant is valuable, and most of the delays we see come from the same few eligibility and paperwork issues. This guide covers what to check before you apply. Microsoft sets the program rules and can change them, so confirm each point on the official eligibility page before you submit.

Step 1: Confirm your legal status

The program is for organizations with recognized nonprofit legal status in their country. In the United States, Microsoft's eligibility page says that means status equal to a 501(c)(3), or a qualifying public library or museum. If your organization is a different kind of tax-exempt entity, read the current eligibility page closely before you spend time on the application.

Two things to have ready:

• Your IRS determination letter. It names your organization and shows your exempt status. Keep the current copy, not a letter from years ago.
• Your exact legal name. Enter it the way it appears on that letter. A nickname, a "DBA," or a shortened name can cause a mismatch during verification.

Step 2: Check the mission and policy rule

Microsoft's eligibility page says organizations with a policy or mission of discrimination, in areas such as hiring or programs, are not eligible. Read your bylaws and public mission statement against that rule. If something is unclear, ask a board member or counsel before you apply rather than after a denial.

Step 3: Know how verification works now

Microsoft's nonprofit program verifies status through your Microsoft for Nonprofits account. TechSoup, which many nonprofits used as their verification partner, announced in August 2025 that it no longer completes validation reviews for Microsoft for Nonprofits. Do not wait on a TechSoup review that will not happen. Check the status of your application inside your Microsoft account and respond quickly to any request for documents.

Step 4: Plan for discretion

Microsoft's eligibility page states that it may grant or deny applications for any reason, and that its selections are not subject to external review. Meeting every requirement makes an application complete. It does not guarantee approval. Build your technology plan so it does not depend on one donated license.

Common reasons applications stall

• The legal name on the application does not match the IRS letter.
• The status document is expired, cropped, or missing the organization's name.
• The contact on the application does not have an email address on the organization's domain, or the account was created with a personal address.
• The organization applies under the wrong country or entity type.

Fixing these before you submit saves weeks.

What to do next

If you are not sure whether your organization qualifies, or you have a denial or a stalled application, contact West Tennessee Consulting. We help nonprofits check eligibility, assemble the documents, and set up the software after approval, including the Microsoft 365 configuration that donated licenses require. Our Microsoft 365 migration work covers the same setup for organizations moving off other platforms.