GUIDELINES

  1. A polite and thoughtful letter recognizing a gift can help improve your public relations tool even though you are declining it. Explain clearly your reason for refusing the gift.
  2. Express gratitude to the client for his or her consideration or give him or her compliment in some way.
  3. Provide a short explanation on why you denied the request.
  4. End the letter positively.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

It was very thoughtful of you to have tickets to the musical Cats delivered to me. Unfortunately, I must return the tickets to you. Our company has a strict policy prohibiting management from accepting gifts exceeding $20.00 in value. I seek your understanding in this matter and thank you for remembering my love of both musicals and felines.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -