Decline to Accept a Gift • Letter Templates and Guides

How to write this letter:

1	Thank the reader for his or her thoughtfulness or compliment him or her in some way.
2	Give a brief reason for your refusal.
3	End on a positive note.

Guides

A courteous, tactful letter acknowledging a gift can be an effective public relations tool even though you are not accepting it. Make your reason for not accepting it clear.

English Letters

Spanish Letters

Example Letter #1

I loved the beautiful plant you had delivered to my office. Unfortunately, I had to ask the delivery boy to return it, because we are not allowed to accept gifts from clients. Still, I sincerely appreciated the gesture and look forward to our continued association.

Example Letter #2

You must have read my mind. I have been admiring your beautiful fountain pen since we first met. To make it a gift to me was very thoughtful.

Sadly, I cannot accept your generosity because company policy prohibits employees from receiving gifts. But be assured that I will not forget your kind gesture.

Example Letter #3

I was very touched by your thoughtful offer to babysit my children during the vacation I had planned. Recently, however, I have had a change of heart and will no longer be taking the vacation. Nonetheless, I deeply appreciate your generosity and I hope to be able to repay it some day.

Example Letter #4

How kind of you to send me tickets to Saturday's ball game! Regretfully, I must decline the gift. Company policy does not allow management to accept gifts of greater than a $10.00 value. I hope you understand. But thank you for thinking of me.

Write Your Letter Step-by-Step

1

Thank the reader for his or her thoughtfulness or compliment him or her in some way.

Example Sentences for Step 1

I appreciate your thoughtfulness in sending me tickets for the playoff game. The vase that was delivered to my office yesterday is lovely. Thank you for thinking of me. How thoughtful of you to include me in your plans for a trip to Disneyland. It was very kind of you to leave the lovely gift on my desk. Thank you for your thoughtfulness. You have very good taste. The tie you left for me is really beautiful.

Example Phrases for Step 1

2

Give a brief reason for your refusal.

Example Sentences for Step 2

Unfortunately, company policy prohibits me from accepting gifts from clients, so I am returning the gift to you. Since Doe's discourages employees from accepting gifts from wholesalers, I did not accept delivery of the vase. However, I would feel uncomfortable accepting such an expensive gift from a student. Your generosity has touched me deeply, but I must return the gift because the directors have forbidden us to accept any gifts from customers while we are in Doe's employ. I wish I could accept the gift, but it would cause hard feelings among those with whom I must work every day.

Example Phrases for Step 2

although the figurine you sent me yesterday is beautiful am undeserving of such a show of gratitude a sincere regret because of its great beauty acceptance of gifts in this manner could compromise allow me to return it am sorry that I must return the am returning the gift to you because company policy prohibits me from accepting gifts from cannot accept such an exquisite cannot accept gifts from suppliers company policy discourages company policy must be followed great pains to maintain my image of impartiality has been returned, but not my appreciation of your thoughtfulness irreplaceable nature of the vase would leave me forever indebted it would be inappropriate to accept know that it was well meant long-standing policy is that must decline your offer no one company may be dealt with on an exclusive basis nonetheless, your kindness is appreciated policy not to accept expensive gifts from clients regret that I must return it regret, however, that it must be returned regrettably, the offer must be refused since Doe's discourages employees from accepting gifts from would feel uncomfortable accepting such an expensive gift from a

3

End on a positive note.

Example Sentences for Step 3

Thank you again for your kind thought. I do appreciate you thinking of me. I am sure you will understand. Your thoughtfulness is appreciated. Your good intentions will not be forgotten. My sincere thanks for your good thoughts.

Example Phrases for Step 3

am sure you understand appreciate your generosity come see me whenever it is convenient do appreciate your thinking of me it is with much gratitude that I thank you look forward to visiting with you in the future please accept my sincerest thanks please allow me to return it please accept my appreciation of your thoughtfulness thank you for your kind thoughtfulness thank you for thinking of me thank you again for your kind thought thank you so much for caring was nice of you to think of me wish you the very best your thoughtfulness is well received your generosity will not soon be forgotten your thoughtfulness is appreciated your kindness is appreciated

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