Whenever you conclude to desist a gift from anyone, you are required to guarantee you are managing it in a kind and polite manner, especially when the relationship is fiduciary in nature, and it is of dire necessity. Examples include a gift or money from the competitor, an individual giving you an inappropriate gift or a stranger giving you one. Even though you have abstained from accepting the gift, it is more than important that you do explicitly acquiesce after you received it and when you convey it, you are laying them out a relevant and sane reason as to why you are not supposed to decline it. Usually, it is done with a simple, honest note. But make sure it is kind at the same time.
Many companies have a ceiling for the value of a gift received. They require their employees to disclose to management any gifts received which are valued at a given price. These policies are not made to hinder the personal property but to curb the unethical business practices that do happen between the employees and the clients. This is important as that can impact the reputation of the company to a great extent. Look below to find tips and samples that may aid you in writing a Letter to Decline to Accept a Gift.
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Tips for Writing a Letter to Decline to Accept a Gift:
- The key here is to communicate your appreciation for the gift and the thought behind it, without offending your client.
- In a situation where the present is given by an adversary, let them comprehend that it is contrary to your organization policy to undertake such a gift.
- Be sure that you are clear and concise and while it should not be rude, it should be honest.
- You should also acknowledge them for their divine intention and capitulate in a very bona fide way.
Use our free Letter to Decline to Accept a Gift to help you get started. If you need additional help or more examples check out some of the sample letters below.
Date: _____ (Date on Which Letter is Written)
Subject: Letter to Decline to Accept a Gift.
Dear _____(Sir or Madam),
The antique vase you sent is well suited to the decor and mood of my family’s house. I received your amazing gift of the antique vase. The vase is beautiful and perfectly goes with the house layout. I repent, nevertheless, that I must reinstate back the antique to you. Unfortunately, I will not be able to accept the gift from you, and I must return it. Our organization has adopted a stringent policy against the acceptance of gifts from our adversaries. While I understand this is a gift you put a lot of thought into, I will need to decline it at this time. Thank you again for thinking of me.
Name and Signature.
Letter to Decline to Accept a Gift Sample
Thelma A. Gibson
3995 Foley Street
Fort Lauderdale, FL 33301
Jefferey K. Bush
2183 Koontz Lane
Burbank, CA 91502
Subject- Letter to Decline to Accept a Gift.
Dear Mr. Bush,
You must have read my mind. I have wanted a fountain pen just as yours, and it was so kind of you to gift me one.
Sadly, I am sorry, but I cannot accept your gift because the company policy does not allow employees to receive gifts. But be heartened enough that I genuinely welcome your affectionate expression.
My warmest thanks.
Thelma A. Gibson.
The following is the Email Format that should be followed while writing a Letter to Decline to Accept a Gift.
SUBJECT: Declining to Accept your Gift.
Dear Marie M. Alexander,
It was very generous of you to gift us with such a beautiful box of rich dark chocolate to us. Unfortunately, I have to return the gift that you sent me because the company policy prohibits accepting gifts from the clients. The company is strict about its policies, and I completely abide by it. Gifts from our clients. We have dispatched the present back to your office address, and you will obtain it in a few days.
We have no intention of offending you and hope that you understand the situation. We appreciate your gesture genuinely and look forward to having a long association with your organization.
Janice J. Andrews.