Polite "No" Reply to employees who want their Diwali gifts to be sent by courier?

Hi,

We have given Diwali gifts to our employees who came to the office. However, we are not planning to send gifts via courier. How should we politely respond to employees who request to have their gifts couriered to them?

Thank you.

Dear Sowsri2006,

Generally, companies distribute a sweet box during Deepavali. However, does your company distribute gifts as well? Anyway, you may use the following draft:

Subject: Distribution of Deepavali Gift/Sweets

Dear all,

Greetings for the day. Let the festival of lights bring light to you and your family's lives.

As usual, this year also our company has decided to distribute sweets/gifts on the occasion of Deepavali. The process of distribution has started, and a few employees who attended the office in person have collected the parcels. However, a few employees who work from home have requested to parcel the courier.

When we made market inquiries, it was observed that the courier charges of the branded courier companies are exorbitant. The charges remain prohibitive even for a high number of parcels. Furthermore, to avoid damage to the boxes, it would require an additional layer of packing, incurring additional packing costs.

On the other hand, if we use unbranded courier companies, there are risks like delays in delivery, damage to the boxes, or loss of the boxes.

Against this backdrop, employees are urged to visit the office to collect their sweet box/gift. Please confirm your visit to _______ (name of the employee) so that a sufficient number of boxes are kept ready. The last day by which the sweet boxes can be collected is ________.

Staff members are requested to cooperate.

Thanks,

Dinesh Divekar

Diwali Gifts

Rather than worrying about it afterwards, when it is decided to distribute gifts, it is known that some employees can collect at the workplace, whereas some employees who are working from home cannot collect them. What arrangement is being made for them should be declared in advance. Couriers can be sent at their cost. If such arrangements were not made, then at this stage, it can be declared that either they come to the workplace to collect their gift or have it sent by courier at their cost. A certain time limit can also be prescribed. Additionally, an option can be provided where the cost of the gift can be credited to their account. It is wise to forecast these difficulties in advance and make provisions for them. This is not new; almost all companies give away gifts every year.

Vibhakar Ramtirthkar
Pune