Decline a present - sample letter


  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.


[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],

Thank you for the generous offer you made last month care for my son if I was required to do night shift at the hospital. Fortunately, it appears that this will not eventuate, and I am now permanently on a day shift roster. Your generosity and thoughtfulness were greatly appreciated as it relieved me of a huge worry about who I could depend on and trust with my precious child. Your offer will not be forgotten, and I hope I will be able to be of some assistance to you sometime.


[Senders Name]
[Senders Title] -Optional-

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