- You should write a thoughtful and courteous letter to acknowledge a gift if you are not accepting it. This letter can act as a useful public relations tool. Clarify your reason for not accepting the gift.
- Compliment or thank the reader for sending the gift.
- Explain why you are not accepting it.
- Close with a positive statement.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
But, I am afraid that I shall have to return the gift back to you as we are prohibited from accepting any gifts from clients as per certain rules of the company. But, I would like to assure you that the thought is very much appreciated.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Sample letter declining to accept a client's gift.
Further things to consider when writing acceptance letters to clients
Acceptance letters are a form of written communication exercised by people to accept a proposal or request formally. The purpose of these letters is to acknowledge your acceptance of the request at hand or express your readiness to do something. The simple act of replying in writing demonstrates a bright side of your character to those inviting. Some of the situations you might want to reply with an acceptance letter include admission requests, franchising opportunities and invite to meetings or celebrations. Proposals, job opportunities, privy membership invites, or speaking engagements may also require you to write an acceptance letter.
When writing acceptance letters, you should thank the person at the beginning of the letter and state how happy you are about accepting the proposal. Be sure to write the exact title of the proposal. Mention any needs, to your situation, for example, address and directions to the venue or agreed amount for charitable donations. If you are accepting an employment offer, restate the terms to show the other person you clearly understand them. Keep the letters as brief as possible and straight to the point. Where appropriate, inform the other person what is going to happen next.
Letters to Clients
Letters to clients are letters a person or organization writes to other people and/or organizations that benefit from the senders' products or professional services. These could be welcome letters to welcome the clients to the organization, introduction letters to introduce a product or service to the clients, or thank-you letters to appreciate clients for their continued support. They could also be response letters to respond to clients' queries or inform letters to notify the clients of important matters like discounts on products and services, relocation of offices, etc. Basically, a letter to a client can be just about anything, as long as whatever you are communicating is business-related.
Letters to clients are business letters, and therefore, they should be formal and professional. Start the letter with a proper salutation. Clearly state the purpose of your letter. If a client is required to take a certain urgent action, make sure to specify exactly what he/she is supposed to do. Be brief and straightforward and avoid adding irrelevant details. Close the letter by warmly inviting the recipient to respond or to take the necessary action. Sign the letter and provide your contact details. Print the letter on the company's letterhead.