Published November 2003

Gift-giving tips to keep holidays happy at work

By Kimberly Hilden
SCBJ Assistant Editor

It’s that time of year again. Halloween has passed; Thanksgiving is around the corner and with it, the kickoff of the holiday season.

It’s a time when many businesses take the opportunity to share their good wishes and appreciation for clients and employees as another year draws to a close.

Those good wishes, however, can be the cause of unintentional embarrassment or discomfort if proper business etiquette and some common caution are not taken into consideration.

Following are some holiday tips to keep you from stepping on any toes:

Season’s greetings
A quick perusal of corporate holiday card catalogs finds a variety of images and messages, from the nonsectarian “Season’s Greetings” to cards decorated with Christmas trees, dreidels and polar bears wearing Santa hats.

Which do you send to clients?

“The answer to this question is a definite, ‘It all depends,’” says Veronica Staats, a Marysville-based etiquette and protocol consultant. If the card is coming from the company, then a “happy holidays” card is the way to go, she said.

If the card is from a specific person — and that person knows the cultural/religious orientation of the recipient — then a more culturally aware card may be appropriate.

This is shaky ground, however, as you may offend the recipient unintentionally, Staats warns. “It’s safer to stick to a more general theme than to assume familiarity with another’s cultural/religious orientation.”

Whatever cards a company decides to send out, remember: signed cards are always best — and an added personal note to close associates is even better, Staats advises.

“If the company is sending cards to all their customers and business associates, then it’s probably impossible for each card to be individually signed,” she says. But close clients and important business associates should receive personalized cards.

And if a company is sending cards to its employees, a hand-signed card with a personal note is “pretty much required” for a small company. For a large company, even a copy of the CEO’s signature is better than the imprinted company name, Staats says.

Client appreciation
When it comes to client/associate gift giving and receiving, know your company’s policy as well as that of the recipient, Staats says, noting that some companies require employees to sign a conflict-of-interest agreement that sets forth the limits on gift acceptance.

“You may be terribly embarrassed if a gift you’ve given must be returned, and the person you gifted will be equally embarrassed,” she says.

With that in mind, Staats advises companies to send out reminder notices about their own gift policies to employees and set up a “gift file,” making note of the gift policies followed by clients and associates.

Once past the gift policy issues comes the question of what is appropriate.

Barbara Brueske of Etiquette Unlimited in Sammamish advises creating a list of “safe” gifts and keeping them as consistent as possible year after year.

“Be certain that nothing on the list will be considered too personal — anything with sexual overtones, anything obviously expensive,” she says.

Instead, think about gift certificates to a popular restaurant, movie passes or tickets to an event you know the client will enjoy, Brueske says. “For a truly special client, you might spend twice as much and purchase really special seats for whatever they are big fans of.”

Other safe bets include good wine (for those who are not teetotalers), a quality pen set, a basket of food or gift certificates to a book store, Staats adds.

When expressing appreciation for a gift, both agree that a hand-written note of thanks is preferred, and sooner is better than later.

“Within two weeks is best,” Staats says, “but if you miss that deadline, don’t let it immobilize you. Later is better than never.”

But what if profits are down and corporate gifts just aren’t in the budget this year?

“Send a card to companies which you might have gifted in the past and include a brief, hand-written note communicating why they won’t be receiving a gift this year,” Staats advises.

“You could write something like, ‘Dear Bob: Santa’s had a rough year, but we do want you to know how much we’ve appreciated your business this year, We value our business relationship with you and look forward to better times. Thank you especially for your friendship. Hoping you enjoy a great holiday.’”

Making merry at the office
Just as company policy comes into play for client gifts, so, too, should it play a part in the workplace among employees, Staats says.

“If there is to be a holiday party or ... gift exchange, these would take place on company time, and therefore, the protocol for gift exchanging should be dictated by company policy,” she says, noting that employees who are friends outside of work can make plans among themselves.

If a voluntary gift exchange is planned among co-workers, Brueske suggests a “white elephant” exchange or a standard gift exchange in which each person buys one gift, with a pre-set price limit of $10 to $20.

“Make it $10 and a ‘challenge,’” she adds.

When it comes to giving thanks for a gift opened in front of the giver, an on-the-spot “thank you” is appropriate. However, if you have received something “extraordinary,” a note is in order, Brueske says.

And remember, it really is the thought that counts, Staats adds.

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