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],

You are obviously an astute observer of those around you. I have admired your Wedgewood vase from my first visit to your office. To present it to me as a gift was both exceedingly generous and thoughtful.

Regretfully, I am unable to accept your generosity. Our company policy strictly prohibits employees from accepting gifts or gratuities from clients. The kindness and thoughtfulness of your gesture will not be forgotten.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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