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 very observant and noticed how I have admired your leather satchel since our first meeting. It was very thoughtful of you to have it delivered to me as a gift.

Unfortunately, I am unable to accept your generosity as our company has a policy prohibiting employees receiving gifts from clients. Rest assured that your kind gesture will not be forgotten.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

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