Record of Hospitality Gifts Template for Ireland

A Record of Hospitality Gifts tracks all gifts, entertainment, and hospitality items that employees receive or give out during business dealings in Ireland. This formal log helps organizations stay compliant with anti-bribery laws and maintain transparency in their business relationships.

Companies use these records to document key details like gift values, dates, recipient names, and business purposes. Irish organizations must keep these logs to meet their obligations under the Criminal Justice (Corruption Offences) Act 2018, which requires clear documentation of corporate hospitality and proof that gifts serve legitimate business purposes rather than improper influence.

Start keeping a Record of Hospitality Gifts from the moment your Irish business begins exchanging gifts, meals, or entertainment with clients, suppliers, or other business contacts. This record becomes essential during corporate events, holiday seasons, and business meetings where hospitality items change hands.

Use this record when accepting or giving gifts worth over €100, organizing client entertainment, or hosting business dinners. It's particularly important for regulated sectors like financial services and public-facing roles. Maintaining detailed records helps protect your organization during tax audits, anti-corruption investigations, and demonstrates your commitment to transparent business practices under Irish law.

• Basic Gift Log: A simple spreadsheet tracking date, gift description, value, and parties involved - ideal for small businesses and straightforward exchanges
• Comprehensive Registry: Detailed documentation including business justification, approvals, and compliance checks - suited for regulated industries and large corporations
• Digital Tracking System: Electronic platform with automated workflows and approval chains, often integrated with expense management software
• Department-Specific Records: Tailored logs for different business units, capturing unique requirements for sales, procurement, or public relations teams
• Public Sector Format: Specialized version meeting strict Irish public service requirements, including additional declaration fields and transparency measures

• Compliance Officers: Oversee the Record of Hospitality Gifts system, set value thresholds, and ensure alignment with Irish anti-corruption laws
• Department Managers: Review and approve gift exchanges, maintain records for their teams, and enforce policy guidelines
• Employee Recipients: Must log all received gifts, hospitality, or entertainment above specified values
• Finance Teams: Monitor gift values, track expenses, and maintain documentation for tax purposes
• External Auditors: Review gift records during annual audits and compliance assessments
• Legal Advisors: Guide policy development and ensure records meet Irish regulatory requirements

• Gift Policy Details: Set clear value thresholds and acceptable gift types based on your organization's guidelines
• Record Format: Create standardized fields for date, description, value, donor/recipient details, and business purpose
• Approval Chain: Document who needs to review and approve gifts at different value levels
• Gift Categories: List common types like meals, entertainment, promotional items, and corporate hospitality
• Compliance Requirements: Note relevant Irish anti-bribery laws and industry-specific regulations
• Reporting Process: Establish how often records need reviewing and who receives summary reports
• Storage System: Set up secure digital or physical storage meeting Irish record-keeping requirements

• Gift Details: Full description, monetary value, and date of receipt/giving of each item
• Participant Information: Names, roles, and organizations of both gift givers and recipients
• Business Purpose: Clear statement explaining the legitimate business context for each gift
• Authorization Section: Approval signatures, dates, and names of reviewing managers
• Value Declaration: Confirmation that gifts fall within Irish regulatory thresholds
• Compliance Statement: Reference to relevant anti-bribery laws and company policy
• Record Retention: Duration and method of record keeping as per Irish requirements

A Record of Hospitality Gifts differs significantly from a Records Retention Policy, though they often work together in Irish organizations. While both support compliance and documentation, their purposes and scopes are quite distinct.

• Primary Focus: Gift records track specific instances of business hospitality and their details, while a retention policy sets broader rules for maintaining all company documents
• Time Scope: Gift records are ongoing, living documents updated with each new gift exchange; retention policies establish long-term storage requirements for various document types
• Legal Requirements: Gift records specifically support anti-bribery compliance and transparency, while retention policies cover wider regulatory obligations across all business records
• Usage Pattern: Staff regularly update gift records for immediate tracking, but consult retention policies only when handling document storage or disposal decisions