Eligibility, Allotments and Returns

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Important Programme Changes 

Changes to the Microsoft Software Donation Programme at Enclude took effect on April 1, 2018. Learn more about these changes.


Microsoft Software Donation Restrictions

  • Quantity: Organizations receive an allotment of Microsoft software donations that is reset every two years. An organisation's two-year cycle begins with its first donation request after July 27, 2011. After two years, a new cycle begins, and a new allotment is available.
      • During its two-year cycle, an organisation can request
        • Up to 50 of each donated desktop product or CAL.
        • Up to 25 donated Windows Server Standard.
        • Up to five donated server products total that are not Windows Server Standard.


  • Budget: Organisations with annual operating budgets of any size are eligible for products in this program.
  • Nonprofits and public libaries only:
      • Donated products in the programme are available to organisations which are: (1) approved bodies authorised for tax relief on donations; (2) charitable organisations registered with the CRA; (3) sports bodies with tax exemption; or (4) companies limited by guarantee registered with the CRO and operating on a non-profit basis for the public benefit
      • Public libraries may request products through this program only for use on public access computers or on computers that are used to directly manage either the public access computers or the library's public access program.
      • Microsoft reserves the right to grant or deny an organisation's request at any time, for any reason.  
  • Eligible organisation types: Only nonprofit organisations whose missions benefit the local community are eligible for donated Microsoft products. This could include organisations with the following missions:
    • Providing relief to the poor
    • Advancing education
    • Improving social welfare
    • Preserving culture
    • Preserving or restoring the environment
    • Promoting human rights
    • Establishment of civil society
  • Ineligible organisation types: Not all organisations are eligible for donated Microsoft products. Ineligible organisations include the following:
    • Governmental organizations or agencies.
    • Educational institutions, including schools, colleges, universities, and trade schools.
    • Healthcare organisations, including hospitals, healthcare networks, health plans, ambulatory healthcare services, home healthcare and assisted living healthcare organisations. Exceptions include independent nonprofit organisations with the following missions: community, behavioral and women's health clinics; hospices; emergency services; and blood, tissue and organ banks.
    • Professional, commerce, and trade associations.
    • Professional and semi-professional sports organisations.
    • Political, labor, and fraternal organisations.
    • Refurbishers that will be installing the software on refurbished computers to be distributed or donated to nonprofits or schools. Please visit the Registered Refurbisher Program.
    • Non-public libraries, including private libraries, school libraries, specialty libraries, armed forces libraries, and libraries in government agencies.
  • Terms of service: Organisations that request Microsoft products must agree to any applicable terms of service.
  • Amendments: Microsoft reserves the right to supplement or amend these eligibility guidelines at any time without notice.
  • Anti-discrimination policy: Microsoft values and respects individual and cultural differences and is committed to providing an inclusive environment that is welcoming and free from discrimination. Therefore, organisations are not eligible to participate in this program if they have a policy or mission of discrimination in hiring, compensation, promotion, termination, retirement, training, programs, and/or services based on race, color, sex, national origin, religion, age, disability, gender identity or expression, marital status, pregnancy, sexual orientation, political affiliation, union membership, or veteran status. The only exception to this policy is for religious organisations that are exempt from laws that prohibit such discrimination.
  • FAQ: For more information about Microsoft's resources for nonprofits and program eligibility, see its Nonprofit FAQ.


  • Product distribution:
    • Products will be distributed under this program to qualifying organisations and libraries only, not to individuals.
    • Products are intended only for use by paid nonprofit employees and unpaid full-time equivalent (FTE) staff who have material day-to-day managerial, operational, and fiduciary responsibilities, and who will not use the license for personal income generation. Volunteers, members, and beneficiaries of the nonprofit are not eligible for nonprofit licenses and subscriptions
    • Recipient organisations may not transfer or resell Microsoft products to other organisations, including partner nonprofits or legally independent sister organizations.
    • Microsoft products may not be installed on computers that will be given to or sold to other organisations or individuals, even as part of a charitable program.

Refunds and Returns

If you want to return or exchange any of the Microsoft donated product you have received, you will need to return the entire Microsoft portion of your request and place a new request for the Microsoft items you want.

Since all Microsoft products are download-only, returns will be accepted only if none of the software has been installed, and you received the donation no more than 60 days previously.

The donation limits on your account will normally be reset within eight business days after a return is complete.

Note that products available through the Get Genuine Windows Agreement for Small and Medium Organisations have different policies than products available through the standard Microsoft Donation Programme.