Corporate gifts can be a great way to recognise employees, thank clients and strengthen business relationships – and not only during the festive season. But without clear guidelines, it can be tricky to know how much to spend and what makes an appropriate business gift.
For PAs and EAs, who are often the ones responsible for organising gifts across the business, having a clear corporate gifting policy in place can make the process much easier. A policy sets clear boundaries and provides a consistent approach to budgets, approvals and even gift providers, while helping to ensure gifts are appropriate and aligned with company values.
From setting spending limits to deciding which gifts are suitable, a well-defined policy gives everyone a clear framework to follow. Here’s what to consider when creating a corporate gifting policy for employees and clients.
Set clear spending limits
One of the first things to establish is how much employees are allowed to spend on corporate gifts.
You may want to set different limits depending on who the gift is for. For example, the budget for an employee birthday or work anniversary could differ from the budget for a long-standing client or important business partner.
It can also be useful to establish a maximum value for gifts that employees are allowed to accept from external organisations.
Whatever limits you choose, make sure they are clearly communicated and applied consistently.
Establish an approval process
Your policy should explain when approval is required before a gift is purchased or accepted.
For smaller gifts within an agreed budget, employees may be able to proceed without additional approval. More expensive gifts, however, may need to be signed off by a manager, finance team or senior member of staff.
This is particularly important when gifts are being given to clients, suppliers or prospective business partners.
For PAs and EAs, having a defined approval process can prevent last-minute confusion, particularly during busy periods such as Christmas.
Decide who can receive gifts
It’s worth being specific about who corporate gifts are intended for.
This could include:
- Employees
- Clients
- Customers
- Suppliers
- Business partners
- Speakers or event contributors
- Contractors or freelancers
You should also consider whether there are situations where gifts should not be given. For example, giving a gift to a prospective client during a tender process could potentially create an uncomfortable situation or be perceived as an attempt to influence a decision.
Define what makes an appropriate gift
A corporate gifting policy should provide some guidance on what is and isn’t considered appropriate.
Generally, gifts should be professional, proportionate and suitable for the recipient. Avoid anything that could be considered offensive, overly personal or likely to cause embarrassment.
It can be helpful to provide examples of suitable gifts, such as:
- Food and drink hampers
- Branded or personalised stationery
- Books
- Flowers
- Experience-based gifts
- Charitable donations
- High-quality office accessories
You may also want to identify categories that are not permitted, such as inappropriate personal items, gifts that could create a conflict of interest or anything that could be perceived as an attempt to influence a business decision.
To make it easier for employees to find suitable gifts, you can include some websites such as Moonpig or Corporate Gift for inspiration.
Consider cultural and personal differences
When organising gifts for clients or employees, it’s important to remember that not everyone will have the same preferences, traditions or expectations.
Cultural and religious considerations should be taken into account, particularly when sending gifts internationally. Dietary requirements and allergies should also be considered when giving food or drink.
Alcohol is another area where businesses may want to provide specific guidance. Some recipients may not drink for personal, cultural or religious reasons, while certain organisations may have policies that restrict employees from accepting alcohol.
Giving employees and those responsible for corporate gifting a few clear guidelines can help avoid awkward situations. For more advice on avoiding inappropriate or excluding gifts, read our guide to what to avoid for an inclusive corporate Christmas.
Be mindful of gifts from external organisations
A corporate gifting policy shouldn’t only cover gifts your business gives. It should also explain what employees should do if they receive gifts from clients, suppliers or other external organisations.
For example, you could establish a maximum value for gifts employees can accept and require anything above that amount to be declared.
You may also want to introduce a rule that gifts cannot be accepted where there is an active procurement process, tender or negotiation taking place.
The aim isn’t necessarily to stop employees from accepting every gift. Instead, it is about ensuring there is transparency and that gifts don’t influence business decisions.
Keep a record of corporate gifts
For larger organisations, keeping a record of gifts can make it easier to monitor spending and identify potential issues.
A simple gifting register could include:
- Recipient
- Sender
- Date
- Occasion
- Gift description
- Value
- Department or budget
- Approval details
This can be particularly useful for PAs and EAs managing gifting on behalf of senior executives, as it provides a central record of what has been purchased and sent.
Make the policy easy to access
There’s little value in having a detailed corporate gifting policy if employees don’t know where to find it.
Store the policy somewhere accessible – the company handbook or shared drive.New employees should be made aware of it as part of their onboarding, while existing employees can be reminded of the guidelines ahead of key gifting periods.
For PAs and EAs, it can also be useful to keep a copy of the policy readily available when organising gifts for senior leaders.
Review the policy regularly
Corporate gifting policies shouldn’t be something you create once and then forget about.
Review the policy regularly to make sure spending limits, approval processes and guidance still reflect the way your business operates.
It can also be useful to review the policy following changes to company procedures, new markets or international expansion.
As gifting trends change, businesses may also want to consider whether their policy should cover newer options such as digital gift cards, experiences or charitable donations.
The role of PAs and EAs in corporate gifting
PAs and EAs often play a central role in corporate gifting. From maintaining recipient lists and managing budgets to researching gifts and arranging delivery, they may be responsible for the entire process.
Having a clear corporate gifting policy makes this responsibility much easier to manage. Rather than having to make decisions on a case-by-case basis, PAs and EAs have clear parameters around what can be purchased, how much can be spent and when approval is needed.
It also allows them to take a more strategic approach to gifting. Instead of simply choosing something at the last minute, they can plan ahead, personalise gifts where appropriate and ensure they reflect the company and the relationship with the recipient.
A thoughtful gift starts with a clear policy
Corporate gifting doesn’t have to be complicated. The right gift can strengthen relationships, show appreciation and leave a positive impression, but having clear guidelines behind the process is just as important.
A well-designed corporate gifting policy gives employees and those responsible for organising gifts the confidence to make appropriate decisions while protecting the business from unnecessary risks.
For PAs and EAs, it can also turn what can be a time-consuming task into a much more streamlined process – leaving more time to focus on finding gifts that are genuinely thoughtful and meaningful.
