Record of Hospitality Gifts Template for Malaysia

A Record of Hospitality Gifts is a detailed log that Malaysian organizations maintain to track all gifts, entertainment, and hospitality items given to or received from business partners, clients, or officials. It helps companies comply with Malaysia's anti-corruption laws, particularly Section 17A of the MACC Act, by documenting the nature, value, and circumstances of each gift exchange.

Companies use this record to demonstrate transparency, prevent bribery risks, and show their commitment to ethical business practices. The log typically includes key details like the gift's description, date, giver, recipient, business relationship, and approval status - making it easier for organizations to spot potential red flags and maintain proper gift-giving boundaries.

Start using a Record of Hospitality Gifts immediately when your Malaysian organization begins exchanging gifts, meals, or entertainment with business partners or public officials. This documentation becomes essential during corporate events, festive seasons, and business meetings where gifts commonly change hands. It proves especially valuable when dealing with government officials or high-value clients.

Use this record to track every gift exchange above RM100, or any amount that could raise concerns under the MACC Act. Having this system ready before external audits, compliance reviews, or regulatory investigations helps demonstrate your commitment to transparency and proper business conduct. Many organizations update their records monthly or quarterly to maintain accurate gift-giving histories.

• Basic Gift Log: A simple spreadsheet tracking essential details like date, gift description, value, giver, and recipient - ideal for small businesses and startups.
• Comprehensive Registry: Detailed database including business relationships, approval chains, and compliance notes - suited for large corporations and regulated industries.
• Digital Tracking System: Electronic platform with automated workflows, approval routing, and real-time reporting - popular among multinational companies.
• Department-Specific Records: Specialized logs maintained by different units (sales, procurement, executive) with role-specific gift thresholds and requirements.
• Government Interface Format: Structured record aligned with MACC reporting requirements - used when frequent interaction with public officials occurs.

• Compliance Officers: Design and maintain the Record of Hospitality Gifts system, set policy guidelines, and review entries for red flags.
• Department Heads: Approve gift exchanges within their units and ensure staff properly document all hospitality items.
• HR Personnel: Train employees on gift policies and maintain records of policy acknowledgments.
• Finance Teams: Track gift values, verify expenses, and ensure alignment with corporate budgets and MACC thresholds.
• External Auditors: Review gift records during compliance audits and anti-corruption assessments.
• Company Directors: Bear ultimate responsibility for gift policy oversight and MACC Act compliance.

• Company Details: Gather your organization's full legal name, registration number, and internal gift policy thresholds.
• Gift Categories: Define clear categories for different types of hospitality items (meals, entertainment, corporate merchandise).
• Value Limits: Document your organization's maximum gift values and MACC-compliant thresholds for different recipient types.
• Approval Chain: Map out who needs to review and approve gifts at different value levels.
• Recording Format: Choose between digital or physical record-keeping systems that match your compliance needs.
• Documentation Requirements: List required supporting materials like receipts, photos, or declaration forms.
• Review Schedule: Set up regular intervals for reviewing and updating gift records.

• Gift Details: Description, monetary value, date received/given, and form of gift (cash, goods, services, entertainment).
• Party Information: Names, positions, and organizations of both gift giver and recipient.
• Business Context: Purpose of gift, relationship between parties, and any ongoing business dealings.
• Approval Chain: Authorizing officer's name, position, signature, and date of approval.
• MACC Compliance: Declaration of compliance with Malaysian Anti-Corruption Commission guidelines.
• Documentation: References to supporting evidence like receipts, photos, or declaration forms.
• Review History: Dates of periodic reviews and names of reviewing officers.

A Record of Hospitality Gifts differs significantly from a Accountability Agreement, though both relate to organizational transparency and compliance. While both documents support good governance, they serve distinct purposes in Malaysian organizations.

• Purpose and Scope: Record of Hospitality Gifts specifically tracks gift exchanges and entertainment expenses, while Accountability Agreements outline broader ethical responsibilities and performance standards for employees or departments.
• Legal Requirements: Gift records directly support MACC Act compliance regarding hospitality items, whereas Accountability Agreements focus on general professional conduct and organizational duties.
• Usage Frequency: Gift records require ongoing updates with each gift exchange, but Accountability Agreements typically need annual review or updates when roles change.
• Enforcement Context: Gift records serve as evidence during anti-corruption audits, while Accountability Agreements support performance management and disciplinary actions.