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