How to Write a Gift Decline Letter
If you are offered a gift and wish to decline it, you can write a letter to the person explaining why you did not accept it. This is a common occurrence in business situations, where employees or volunteers are not allowed to accept gifts due to company policies. If you explain the reason for declining the gift, the giver may understand more clearly why you turned down the gift. A letter of this kind helps the giver avoid feeling rejected or disrespected.
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Instructions
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Address the letter. Write "Dear" followed by the name of the person who tried to give you the gift. Include the date as well, at the top of the letter.
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Thank the giver for the thoughtfulness of the gift he prepared or purchased for you. Avoid embarrassing the giver, using words that show genuine gratitude to the person. For example, write, "I was extremely excited when I received the thoughtful gift you sent!" If the gift was something inappropriate or something containing a sexual message, you may simply want to write, "Thank you much for the thoughtfulness you displayed by sending me this gift."
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Explain that you cannot accept it. Show your regret when explaining that you must decline the gift from him. Include the reason. Perhaps it is against company policy to accept gifts or perhaps the gift was inappropriate or too expensive. Try to avoid making the person feel uncomfortable, but you should be direct. If you were given an expensive painting, write, "It is against my beliefs to accept something of such great value."
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Explain that you have returned it or will return it. Include one sentence that explains how you are handling the return of the gift.
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Reiterate your gratefulness. End the letter by showing once again your appreciation for the giver's generosity and thoughtfulness.
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Close the letter. Sign the letter "Sincerely" followed by your name.
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References
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