Goof–Proof Gift–Giving Etiquette for the Office

By Mark Toft
Staples Editor

Thinking about buying the person who sits three cubicles over a Furby? Or a Flowbie for their Furby? Wondering what Furbies and Flowbies are? While we can't help with the last question, we can help you choose appropriate gifts and get a firmer grasp of office gift–giving etiquette. By keeping the following tips in mind, you can enjoy exchanging gifts without unknowingly stepping on someone's toes.

When in Rome...

Fine writing

Consider the particular culture of your workplace. If you recently started a job, ask your new colleagues what the gift–giving policies are. Request specifics instead of general guidelines. What's been done in previous years? What kinds of gifts were given, and to whom? Is gift–giving usually restricted to office parties?

For additional guidance on your office's policies, consult your office's Human Resources handbook.

Gift-giving guidelines

As you begin to think about gifts for your staff, co–workers, boss, or clients, Jodi "the Mannersmith" Smith, an etiquette expert who consults with everyone from children to CEOs, recommends keeping the following tips in mind.

1. Know the person's preferences and try to match those with an appropriate gift. If the "giftee" is an avid traveler, for example, consider expandable/collapsible luggage.
   
2. Be aware of cultural, religious, or international taboos. Also, some company policies prohibit gifts over a certain value. Check your company's Human Resources handbook.
   
3. Save the gag gifts for purely social occasions.
   
4. Save items with your company name on them for marketing campaigns.
   
5. Select a gift that reflects your business and your image.
   
6. A gift basket for the client's office can bring greater good will, especially if the staff participates in projects for your business.
   
7. Wrap the gift. Half of the thought is the presentation.
   
8. If you need some gift hints for a client, speak to his/her assistant.
   

Exchanging gifts

PDAs and Handhelds

Close work friends: You often get together after work; you've revealed that your middle name is Hortense. If someone at work matches one of these descriptions, then Smith suggests that you exchange gifts outside of work.

Co–workers: Before you buy a gift for a colleague, ask if your office has an annual gift swap. If it does, there will likely be spending–limit guidelines and a plan for assigning your "swap mate". The major error to avoid is giving a thoughtless or inappropriate gift.

Your boss: "The majority of places frown on, or even forbid, subordinates giving gifts to superiors," says Smith. Giving to your boss may be seen as apple polishing, and if one employee gives a gift, others may feel obligated to do the same.

If you work in a very small business (five people or less) it's more likely that there's a family mentality, in which case giving to your boss might be acceptable.

Employees: When asked, Smith says, the vast majority of employees prefer cash over gifts. You might also consider making a collective donation to charity — donations made by the company as a whole on behalf of a group of employees.

Clients: As the Mannersmith points out, "it would be foolhardy, as well as costly, to treat all clients equally. It is perfectly acceptable, therefore, to send cards to all clients and gifts to your VIP clients."

Fitting gifts

Any of the following gifts would make appropriate gifts for your co–workers, clients, boss, or staff:

• Pens
• Calendars
• Stationery
• Electronic organizers
• Chairs (especially your staff)
• Luggage (with a personalized luggage tag)
• Golf accessories
• An office audio system the whole office could enjoy
• A cell phone with a month of service or cell phone accessories

Wine and flowers

Flowers

Wine or flowers are best for employees you know well. While wine makes a great gift (and for this reason is a popular choice), you want to be sure that the recipient doesn't have personal objections to — or problems with — alcohol. Flowers are also a popular choice, but you should be aware that they could be misinterpreted as a romantic gesture.

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The information contained in this article is only an overview of the subject matter made for general guidance to the reader, and is subject in all cases to limitations and disclaimers set forth in Staples' Legal Terms and Conditions.