Record every significant gift or hospitality offered, accepted or not, who approved the decision, and keep donations your company gives on a separate sheet.

Effective Excel Registers

Part of the alphaZ ER series of Excel registers, built for listings that grow and need to be sorted and filtered. Supplied in fully editable MS Excel format and set in Calibri font for improved readability.
The register is set up with:

• A yes or no drop-down to record whether each offer was accepted
• A frozen header row on each sheet so the column headings stay in view
• A separate Donations sheet for gifts, donations and discounts given by the company

alphaZ documents - tried and tested registers with no junk, jargon or unnecessary columns, developed over 25 years through practical use in the real world.

Further Reading

Further guidance on gifts, hospitality and bribery risk:

• ISO 37001 Clause 8.7 - Gifts, Hospitality, Donations and Similar Benefits
• Anti-Bribery and Corruption
• Bribery Risk Management
• ISO 37001 knowledge base

How to Download

To get access to this file please click on Add to Cart to purchase for immediate download. If you have an alphaZ Subscription just click on Download Files to view all the files available to download. This register is also included in the ISO 37001 Toolkit and the integrated toolkits that include it, so the toolkit route gives you this file plus everything else you need in one download.

Need Help Implementing?

If you'd like a hand setting up your anti-bribery controls, or with your wider management system, our remote support services provide direct expert input from our team, by the day, by project, or on an ongoing basis.

Hospitality and Gifts Register Template

A hospitality and gifts register template in Microsoft Excel for recording significant gifts and hospitality offered to or by your people, whether accepted or not, and the decision made on each one.

ISO 37001 asks for controls on gifts, hospitality, donations and similar benefits that could be seen as bribery. The register gives you a record of what was offered, its value, any work in progress with the giver and who approved the decision, with donations and benefits given by the company kept on their own sheet.

What's Included in this Hospitality and Gifts Register

The workbook is laid out as separate sheets, each doing one part of the job:

• Hospitality_Gifts_Register - a reference, the date offered, who it came from, what was offered, its estimated value, who it was offered to, any current or potential work with the giver or the reason for the offer, comments on the decision and action taken, who approved it, and whether it was accepted.
• Donations - donations, gifts, hospitality and free or discounted products or services given by the company or its representatives to external parties, with the value, recipient, reason, who approved it and when, and notes.
• Instructions - how the register is used alongside your hospitality and gifts policy, including a note that gifts and hospitality the policy treats as reasonable to accept do not need recording.

Recording the Decision

Every significant offer goes on the register whether it was accepted or declined, so the record shows the decisions made as well as the gifts taken. Recording any current or potential work with the giver alongside the approval makes it clear the offer was looked at in context.

Setting Up the Register

Agree the threshold for recording with your hospitality and gifts policy first, so staff know which offers go on the register. Give each entry a reference, and record the decision and who approved it at the time rather than afterwards.

Built for Anti-Bribery Records

• Offers recorded whether accepted or declined
• Any current or potential work with the giver recorded alongside the offer
• An approver named against each decision
• Gifts, donations and discounts given by the company kept apart from those received

Keeping the Register Up to Date

Look back over the register at management review, checking for repeat offers from the same giver or offers made around the time of a tender or contract decision.

Who Needs a Hospitality and Gifts Register?

Any organisation with an anti-bribery policy or working towards ISO 37001, and businesses whose customers or contracts ask for gifts and hospitality to be recorded. It suits organisations of any size where staff deal with suppliers, customers or public bodies.

Pairs with the Hospitality and Gifts Policy

The limits and approval rules the register records against are set out in P-108 Hospitality and Gifts Policy. The F-Q75 Hospitality and Gifts Register is an alternative Word version for the same job, and supplier bribery risk is rated on the ER33 Key Supplier Bribery Risk Register.