What is the gifts & hospitality declaration form template?
Anti-bribery and ethics policies usually ask staff to record gifts and hospitality above a certain value — both what they receive and what they give. A form makes that easy to do and gives compliance a consistent record for every entry.
The person says whether the gift was received or given, what it was — a gift, meal, event, travel, voucher, discount or favour — its value and date, and who it came from or went to. For anything received, they record whether it was accepted, declined, returned or handed in. The business context page asks the questions that matter most for risk: the relationship to the organisation, whether the other person is a public official, and whether there's an open tender, negotiation or decision involving them.
Earlier gifts from the same party, the business purpose and any prior approval complete the entry, which is signed and saved as a PDF in your FileIt vault.
- Best for
- Compliance, legal and HR teams running a gifts and hospitality register
- Filled in by
- Any employee, director or contractor
- Time to complete
- About 3 minutes
- Includes
- Given or received, value, outcome, public official and pending-decision flags, previous gifts, approval and signature
Who uses a gifts & hospitality declaration form?
- Staff recording a supplier's gift or a client dinner
- Sales teams logging hospitality they've offered to customers
- Procurement staff declaring offers made during a tender
- Public sector bodies keeping a hospitality register
- Charities recording gifts offered to staff or trustees
- Year-end reviews of the register exported to CSV
Questions on this gifts & hospitality declaration form
26 questions over 4 pages · includes signature, file upload, conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Work email*
- Job title
- Department or team*
- Line manager
2 The gift or hospitality
- Was it received or given?* Received or offered to me · Given or offered by me on the organisation's behalf
- What was it?* Gift · Meal or drinks · Tickets or invitation to an event · Travel or accommodation · Cash, voucher or gift card · Discount or personal favour
- Describe it*
- Date given, offered or received*
- Value (per person, if hospitality)*
- Is the value… Actual (from a receipt or price) · Estimated
- What happened to it?* asked only when it applies Accepted · Declined · Returned · Handed in, shared or donated
- Name of the giver or recipient*
- Their organisation*
3 Business context
- Their relationship to the organisation* Customer or client · Supplier · Potential supplier or bidder · Partner or agent · Public official or regulator · Other
- Is the other person a public official or government employee?*
- Is there an open tender, negotiation, renewal or decision involving them?*
- Please describe it, and your part in it* asked only when it applies
- Anything else given to or received from the same party in the last 12 months?
- What, when and roughly what value? asked only when it applies
- Business purpose
- Was it approved in advance?
- Approved by asked only when it applies
- Receipt, invitation or photo (optional)
4 Declaration
- Declaration*
- Signature*
The gifts & hospitality declaration form, page by page
1 About you
Name, work email, job title, department and line manager.
2 The gift or hospitality
Whether it was received or given, what type it was (with room for other), a description, date, value and whether the value is actual or estimated. For received items, what happened to it — accepted, declined, returned or handed in. The giver or recipient and their organisation are required.
3 Business context
The other party's relationship to the organisation, whether they're a public official, and whether there's an open tender, negotiation, renewal or decision involving them — a yes requires details of it and the person's part in it. Gifts from the same party in the last 12 months, the business purpose, prior approval and who approved it, and an optional receipt or invitation upload.
4 Declaration
A statement that the entry is complete, that the gift didn't influence any business decision and that the policy was followed, and a signature.
Make the template yours
- State your policy's value threshold in the cover text so people know when to declare
- Change the currency on the value field
- Add a question for the cost centre when hospitality is given
- Route declarations into a register folder in the vault
- Add compliance or the company secretary as notification emails
- Link to your gifts and hospitality policy in the help text
Tips for a better gifts & hospitality declaration form
- Declare offers you declined too — they show the policy working
- Record value per person for meals and events
- Take extra care around public officials and open tenders, where most policies are strictest
- Review the register regularly for repeated gifts from the same party
Every response becomes a PDF in your vault
Each declaration is saved as a signed PDF in the vault folder you choose, and you're notified by email. With a respondent copy on, the person gets their own PDF.
Compliance usually reviews entries flagged for public officials or pending decisions and follows up where needed. The Responses table works as the register itself and can be exported to CSV.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Gifts & hospitality declaration form: frequently asked questions
Is this gifts and hospitality template free?
Yes. It's included with FileIt's Forms app on every plan, including free.
Should gifts that were declined be declared?
Many policies ask for this. The form records whether a gift was accepted, declined, returned or handed in.
Does it cover hospitality we give to others?
Yes. Choose "Given or offered by me" and the same details are recorded.
Can I set a value threshold?
The form doesn't enforce one. State your threshold in the cover text or help text.
Is this the same as a conflict of interest declaration?
No. Ongoing interests are declared separately — see the conflict of interest declaration template.
Do staff need an account?
No, anyone with the link can complete and sign it.