Create a bespoke document in minutes, or upload and review your own.
Get your first 2 documents free
Your data doesn't train Genie's AI
You keep IP ownership of your information
Record of Hospitality Gifts
I need a record of hospitality gifts document to track and document all gifts received by employees from external parties, ensuring compliance with company policy and legal regulations. The document should include details such as the date of receipt, description of the gift, estimated value, and the name of the recipient.
What is a Record of Hospitality Gifts?
A Record of Hospitality Gifts tracks all business-related gifts, meals, and entertainment that employees give or receive in German organizations. Companies use these records to maintain transparency and comply with anti-corruption laws, particularly the German Criminal Code's provisions on bribery and influence trading.
The record helps protect both companies and employees by documenting key details like gift values, dates, recipient names, and business purposes. German tax authorities and compliance officers regularly review these records during audits to ensure proper business conduct and verify that gifts stay within acceptable limits under German commercial law.
When should you use a Record of Hospitality Gifts?
Start maintaining a Record of Hospitality Gifts immediately when your German company begins exchanging business gifts, meals, or entertainment with external partners. This record becomes essential during tax season, compliance audits, and internal reviews—especially for transactions exceeding €35 in value.
Use this record to document every business hospitality exchange, from client dinners to trade show giveaways. German regulators expect detailed documentation of who gave what to whom, when, and why. Having these records ready protects your company during anti-corruption investigations and helps prove legitimate business purposes for all hospitality expenses.
What are the different types of Record of Hospitality Gifts?
- Basic Gift Log: Simple spreadsheet tracking date, value, giver/receiver details, and gift description - ideal for small businesses and routine hospitality exchanges
- Comprehensive Hospitality Register: Detailed database format including business justification, approvals, and compliance checks - used by larger corporations
- Digital Compliance System: Automated tracking platform with built-in approval workflows and real-time monitoring - popular among multinational firms
- Department-Specific Records: Customized tracking forms tailored to specific business units like Sales or Procurement, with relevant approval thresholds
- Event-Based Gift Register: Specialized format for tracking hospitality during trade shows, conferences, and corporate events
Who should typically use a Record of Hospitality Gifts?
- Compliance Officers: Establish and oversee the Record of Hospitality Gifts system, set value thresholds, and conduct periodic reviews
- Employees: Record all business gifts given or received, obtain necessary approvals, and maintain accurate documentation
- Department Managers: Review and approve gift exchanges within their teams, ensure policy adherence
- Finance Department: Monitor gift expenses, verify tax implications, and maintain records for audit purposes
- External Auditors: Review gift records during compliance audits and verify adherence to German anti-corruption laws
- Legal Team: Advise on compliance requirements and review documentation during investigations
How do you write a Record of Hospitality Gifts?
- Gift Details: Gather exact descriptions, monetary values, and dates of all hospitality exchanges
- Personal Information: Record names, titles, and companies of both givers and recipients
- Business Purpose: Document the specific business context and justification for each gift exchange
- Approval Chain: Identify required approvers based on gift value and company hierarchy
- Compliance Limits: Check current German gift value thresholds and industry-specific restrictions
- Documentation: Collect receipts, photos, or other proof of gift exchanges
- Record Format: Choose between digital or physical tracking systems based on company size
What should be included in a Record of Hospitality Gifts?
- Gift Information: Detailed description, market value, and date of exchange for each item
- Party Details: Full names, company affiliations, and positions of both giver and recipient
- Business Context: Clear explanation of business relationship and occasion for the gift
- Approval Section: Signature fields for required approvers based on gift value thresholds
- Compliance Statement: Declaration confirming adherence to German anti-corruption laws
- Data Protection Notice: GDPR-compliant statement about personal data processing
- Record Retention: Specified duration for maintaining records per German tax requirements
What's the difference between a Record of Hospitality Gifts and a Records Retention Policy?
A Record of Hospitality Gifts differs significantly from a Records Retention Policy, though they're often confused since both deal with business documentation. While a Records Retention Policy outlines broad rules for maintaining all company documents, a Record of Hospitality Gifts specifically tracks business gifts and entertainment exchanges.
- Scope and Purpose: Records Retention Policies cover all company documents across departments, while Hospitality Gift Records focus exclusively on tracking business gifts and entertainment
- Legal Requirements: Hospitality Gift Records must comply with German anti-corruption laws and include specific gift details, while Retention Policies focus on document storage timeframes
- Usage Frequency: Hospitality Records require ongoing, transaction-by-transaction updates, while Retention Policies typically need annual reviews only
- Compliance Focus: Hospitality Records primarily address anti-bribery compliance, while Retention Policies cover broader regulatory and data protection requirements
Download our whitepaper on the future of AI in Legal
ұԾ’s Security Promise
Genie is the safest place to draft. Here’s how we prioritise your privacy and security.
Your documents are private:
We do not train on your data; ұԾ’s AI improves independently
All data stored on Genie is private to your organisation
Your documents are protected:
Your documents are protected by ultra-secure 256-bit encryption
Our bank-grade security infrastructure undergoes regular external audits
We are ISO27001 certified, so your data is secure
Organizational security
You retain IP ownership of your documents
You have full control over your data and who gets to see it
Innovation in privacy:
Genie partnered with the Computational Privacy Department at Imperial College London
Together, we ran a £1 million research project on privacy and anonymity in legal contracts
Want to know more?
Visit our for more details and real-time security updates.
Read our Privacy Policy.