Decline to Accept a Gift • Example Letters, Guides and Samples

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.

How to write this refusal 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.

Example Letter #1

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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

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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

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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

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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.

Sample 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.
Sample Phrases for Step 1
  • a wonderful way to say thank you
  • appreciate your thoughtfulness in sending me
  • appreciate your offer to
  • couldn't have chosen a more beautiful arrangement of
  • feel honored to be the recipient of such a magnificent
  • how thoughtful of you to include me in
  • how thoughtful you are in your choice of gifts
  • is well suited to the decor and mood of the office
  • recent gift of appreciation as a result of
  • show that your taste in gifts is impeccable
  • thank you for so thoughtful a gift
  • thank you for the valuable
  • thank you for thinking of me
  • thank you for the lovely
  • that was delivered to my office yesterday is lovely
  • totally unexpected gift
  • was very surprised to receive
  • was a very kind gesture
  • went out of your way to
  • what exquisite taste you have in
  • what a beautiful gift you had delivered to my office today

2 Give a brief reason for your refusal.

Sample 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.
Sample 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.

Sample 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.
Sample 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