Record of Hospitality Gifts Template for Qatar

A Record of Hospitality Gifts tracks all business-related gifts, meals, and entertainment that employees receive or give out while working in Qatar. Companies maintain these records to comply with local anti-corruption laws and demonstrate transparency in their business dealings.

Under Qatari regulations, organizations must document the nature, value, and timing of each gift, along with the names of both parties involved. This helps prevent bribery, maintains ethical business practices, and protects companies from potential legal issues. The record serves as proof that all hospitality exchanges stay within acceptable limits and have legitimate business purposes.

Start using a Record of Hospitality Gifts immediately when your company begins operations in Qatar, especially if you interact with government officials or business partners. This record becomes essential during business dinners, cultural celebrations, and corporate events where gifts are commonly exchanged.

Create entries right after receiving or giving any business gift, no matter how small. This timing helps meet Qatar's strict anti-corruption requirements and protects your company during audits or investigations. The record proves particularly valuable during Ramadan, Eid, and other occasions when gift-giving is customary in Qatari business culture.

• Basic Gift Log: A simple spreadsheet tracking date, gift description, value, and parties involved - ideal for small businesses and startups
• Digital Compliance System: Advanced software-based tracking with automated value calculations and built-in approval workflows
• Department-Specific Records: Separate tracking systems for different business units, especially useful in large corporations with diverse stakeholder interactions
• Government Relations Format: Specialized version focusing on interactions with Qatari public officials, including additional details about positions and departments
• Integrated Corporate Register: Comprehensive system linking gift records with expense reports and compliance documentation

• Compliance Officers: Establish and oversee the gift recording system, set value thresholds, and ensure alignment with Qatari regulations
• Department Managers: Review and approve gift exchanges within their teams, maintain departmental records
• Employee Recipients: Report received gifts promptly, provide gift details and document business context
• Legal Department: Reviews records periodically, advises on compliance with anti-corruption laws
• External Auditors: Examine gift records during regular compliance audits and certifications
• HR Personnel: Train staff on gift policies and maintain employee acknowledgments of gift rules

• Gift Details: Record exact description, monetary value, date received/given, and occasion or business context
• Participant Information: Document names, titles, and organizations of both gift giver and recipient
• Approval Status: Note pre-approval if required, manager sign-off, and compliance review dates
• Supporting Documents: Attach receipts, photos, or relevant correspondence about the gift exchange
• Policy Compliance: Confirm the gift falls within Qatari value thresholds and acceptable gift categories
• Business Purpose: Explain the legitimate business reason for the gift exchange and relationship context

• Gift Identification: Complete description, market value in Qatari Riyal, and date of exchange
• Party Details: Full names, positions, and organizations of both gift giver and recipient
• Compliance Declaration: Statement confirming the gift meets Qatari anti-corruption requirements
• Authorization Section: Approval signatures from relevant managers or compliance officers
• Business Justification: Clear explanation of the legitimate business purpose
• Record Retention: Statement on how long records must be kept (minimum 5 years under Qatari law)
• Privacy Notice: Statement on data protection and confidentiality measures

A Record of Hospitality Gifts is often confused with a Records Retention Policy, but they serve distinct purposes in Qatar's corporate compliance landscape. While both documents help organizations maintain regulatory compliance, their scope and application differ significantly.

• Primary Focus: Records Retention Policies cover all company documents, while Hospitality Gift Records specifically track business gifts and entertainment
• Legal Requirements: Gift records must detail each exchange immediately, whereas retention policies establish long-term storage rules for various document types
• Usage Frequency: Gift records require regular, often daily updates; retention policies typically need annual reviews
• Compliance Scope: Gift records target anti-corruption compliance, while retention policies address broader document management obligations
• User Access: Gift records are typically accessed by all employees who give or receive gifts, whereas retention policies mainly guide administrative and IT staff