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Microsoft program guidelines

  • Organizations that are eligible (including all subsidiaries, branches, or divisions that apply for approval) must meet the following criteria:



Organisations (including all subsidiaries, branches, or divisions) must have Charity Status or Institutions of Public Character (IPCs). Charity Status must be held at the highest level of the organisation requesting licenses as a Charity Organisation. Charity Status is the recognition that an organisation is wholly devoted to charitable activities and is indicated by Commissioner of Charities. Verification of Charity Status may be provided by the following documentation/sources:

  • Either a Unique Entity Number (UEN) or Institutions of a Public Character Number (IPC No) from an online register – Charities Portal , or
  • A copy of the charity status letter by Commissioner of Charities or the Sector Administrator.



  • Hold Charity Status conferred by an appropriate Recognizing Authority, and provide a source for Verification of this status;
    1. Charity Status is recognition that an organization is wholly devoted to charitable activities as is indicated by any one of the following:
      • Formal registration as a charitable organization under one of the Recognizing Authorities below, OR
      • Tax Exemption Status in accordance with Section 44(6) of the Income Tax Act (ITA) 1967 and under the Recognized Authority for tax.
    2. An appropriate Recognizing Authority may be one of the following:
      • Authorities for official Registration of Charities in Malaysia:
        1. The Registry of Societies (ROS) – Societies Act 1966
        2. The Registry of Companies (ROC) – Section 24(1) of Companies Act 1965 company limited by guarantee
        3. Charitable Trusts – Trusts Act 1949, under PM’s department
        4. Muslim Trusts (Waqafs) - Jabatan Wakaf Zakat dan Haji (JWZH) under the PM’s Department
        5. Act of Parliament
      • The appropriate Recognizing Authority for tax exempt status is the Inland Revenue Board Malaysia or IRBM (Lembaga Hasil Dalam Negeri), and




  • Philippine non-profit organisations must be registered with the Securities and Exchange Commission, and must provide:
    • SEC Certificate/Articles of Incorporation that specify non-stock, non-profit status
    • An official document showing their organization to be “non-stock/nonprofit”; Acceptable documents include any of the following:
      1. Amended articles of incorporation
      2. BIR Certificate as tax-exempted
      3. PCNC accreditation
  • Philippine Public libraries must be officially affiliated to the National Library of the Philippines and must either be:
    • Listed in the official partial list of affiliated public libraries of the National library found at
    • whose affiliation will be confirmed by the Public Libraries division of the National Library of the Philippines   
  •  Not be listed as a Non-Qualifying Public Charity organization in Category.




Thai organisations must provide proof of charitable status by submitting a scanned copy of the certification letter from one of the following ministries:


  • The Thailand Revenue Department, Ministry of Finance, stating the organization’s charitable status for income tax purposes, OR
  • The Office of the National Commission of Social Welfare, Ministry of Social Development and Human Security, stating the organization's charitable status, OR
  • A certificate of registration as a foundation or association issued by one of the following government bodies:

    o    The Ministry of Interior;

    o    The Ministry of Culture; or

    o    The provincial Governor’s office in the seat of the organization’s principal office

  • AND, a TIN (Tax Identification Number) to be provided during the online registration in TechSoup Asia



A nonprofit or non-governmental organization that holds charitable status in Indonesia and operates on a not-for-profit basis and have a mission to benefit the local community that could include, but is not limited to:

  • Providing relief to the poor
  • Advancing education
  • Improving social welfare
  • Preserving culture
  • Preserving or restoring the environment
  • Promote human rights
  • Establishment of civil society

The organization must be either an incorporated Yayasan or an incorporated Perkumpulan, as established by Decree of the Minister of Justice and Human Rights of the Republic of Indonesia. The organization must provide copies of the following two documents as proof of registration and status:

  • Public notarized Deed of Establishment and Deed of Amendment to the Articles of Association, and
  • Decree of the Minister of Justice and Human Rights of the Republic of Indonesia, stating the organization's name, number, tax code, date, and public notary who issues the deed of establishment



A not for profit organization in Vietnam must be officially recognized as one of the following not for profit organization types:

  • Social Relief Establishment
  • Charitable Fund (including private foundations)
  • International NGO (INGO)
  • Association
  • Scientific and Technological Organization (STO)

Organizations must provide official government registration documents confirming their not for profit status as one of the above organization types. Such documents include:

  • Establishment license as Charitable Fund
  • Permit to Operate as an INGO
  • Permit for Establishment of an Association
  • STO License (Charitable mission only)

To receive products as donations, organisations must also meet the requirements of the donor partners that offer the products through TechSoup Asia. To determine if your organisation is eligible to receive products from a given partner, please review the relevant partner page.


  • Organizations that are not eligible:
    •  Not all nonprofit organizations are eligible for participation in the Microsoft Donation Program. Those that are not eligible should visit Microsoft Volume Licensing for Industries for more information about charity licensing; they may still be eligible for discounted software from Microsoft. The following types of organizations are ineligible for Microsoft software donations:
      1. Governmental organizations or agencies.
      2. Educational institutions, including K-12 schools, colleges, universities, and trade schools.
      3. Healthcare organizations and networks, including hospitals, specialty networks, ambulatory healthcare services, home healthcare and assisted living healthcare organizations, research organizations, and laboratories. Exceptions: Community health clinics, medical research groups, behavioral healthcare nonprofits, women's health centers, and blood banks are eligible to request Microsoft software donations.
      4. Political, labor and fraternal organizations; commerce and trade associations without charitable aims or activities; sponsorships of events, tables, exhibitions, or performances; fundraising events such as luncheons, dinners, walks, runs, or sports tournaments.
      5. Religious organizations not registered as a charity and without a secular community designation that is separate from the church or religious organization. A secular designation is defined as an organization that provides services to people regardless of their religious beliefs and does not propagate a belief in a specific faith. Example: A food bank with nonprofit or charity status that is run by a church but is a separate and unique organization that provides food and meals to anyone who qualifies for services, regardless of religious beliefs. Religious organizations without secular designations can visit Programs for Charitable Organizations for information regarding licensing options; they may be eligible to receive discounted Microsoft software through these programs.
      6. Refurbishers that will be installing the donated software on refurbished computers to be distributed or donated to nonprofits or schools. Please visit the Registered Refurbisher Program.
      7. Nonpublic libraries, including private libraries, school libraries, specialty libraries, armed forces libraries, and libraries in government agencies. 


  • Eligible organizations receive an allotment of Microsoft software donation requests that is reset every two years. An organization’s two-year cycle begins with its first donation request after 26 July 2011. After two years, a new cycle begins, and a new allotment becomes available. The organization does not need to request the full amount of its allotment. There is no limit to the number of separate requests the organization can make and no minimum quantity requirement.


  • During its two-year cycle, an organization can request products from up to 10 title groups. For title groups that contain applications that run on an individual computer (like a desktop or laptop PC), there is a 50-license maximum. For title groups that contain client access licenses or other licenses that provide for connection to or management of a server, there is also a 50-license maximum. For server products, there is a five-product maximum, regardless of title group. For further details, see Quantity and Frequency of Microsoft Requests in the Microsoft Donation Program - Eligibility and Allotments.


  • Public libraries may request Microsoft software donations through this program for public-access computers only. Donated software is available only for use on public access computers or computers used directly in the management of the public library access computers or the library's public access program. Participating libraries must also make their collection and basic services available to the population of their legal service area without charges to individual users (excluding incidental fees such as printing charges). If they so choose, libraries may impose charges on users outside the legal service area and may provide products and services (beyond basic services) to the public at large, with or without individual charges.


  • Organizations that advocate, support, or practice discrimination based on age, ethnicity, gender, national origin, disability, race, size, religion, sexual orientation, or socioeconomic background are not eligible to participate in this program. Organizations must be willing and able to attest that they do not discriminate on any of these grounds in order to receive donations. For more information, kindly visit this link:


  • Microsoft products may not be transferred between separate legal entities or resold. Additionally, Microsoft products may not be installed on computers that will be given to or sold to other organizations or individuals, even as part of a charitable program.


  • Donated product will be distributed under this program to qualifying organizations and libraries only, not to individuals.