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A Record of Hospitality Gifts tracks and documents all gifts, entertainment, or hospitality that employees receive or give during business dealings. In New Zealand organizations, this record helps maintain transparency and compliance with anti-corruption laws and internal policies.

Companies use these records to monitor gift exchanges, spot potential conflicts of interest, and prove their commitment to ethical business practices. The record typically includes details like the gift's value, date received, who gave or received it, and the business relationship involved - making it easier for companies to meet their obligations under the Secret Commissions Act and other local regulations.

Start using a Record of Hospitality Gifts as soon as your business begins exchanging gifts or hospitality with external parties. This record becomes essential when staff attend business lunches, receive holiday presents, or participate in sponsored events where gifts change hands.

It's particularly important to maintain this record during peak gift-giving seasons, when hosting international visitors, or launching new business partnerships. New Zealand companies need this documentation to demonstrate compliance with the Secret Commissions Act, protect against bribery allegations, and maintain clear audit trails for tax purposes. Having records ready before any compliance review saves time and prevents scrambling to reconstruct gift histories.

• Basic Gift Register: A simple spreadsheet or form tracking date, gift description, value, and parties involved - ideal for small businesses and straightforward gift exchanges
• Comprehensive Hospitality Log: Detailed records including business purpose, approval status, and relationship context - suited for larger corporations with frequent hospitality events
• Digital Compliance System: Electronic tracking platform with automated approval workflows and real-time reporting - perfect for organizations needing strict oversight
• Department-Specific Records: Customized formats for different business units, capturing unique requirements like client entertainment or supplier relationships
• Executive Gift Register: Enhanced documentation for senior management's hospitality exchanges, with additional scrutiny and approval layers

• HR Managers: Maintain and oversee the central gift register, set policy guidelines, and ensure compliance across departments
• Employees: Record all business gifts received or given, including estimated values and circumstances of exchange
• Compliance Officers: Monitor gift patterns, flag potential conflicts of interest, and ensure alignment with anti-corruption laws
• Senior Executives: Review significant gifts, approve exceptions to standard limits, and model proper disclosure practices
• Finance Teams: Track gift expenses, ensure proper tax treatment, and maintain records for audit purposes

• Gift Policy Review: Check your organization's existing gift policies and value thresholds before setting up the record system
• Basic Details: Gather information fields for date, gift description, estimated value, and involved parties
• Relationship Context: Document the business relationship and purpose behind each gift exchange
• Approval Chain: Establish who needs to review and approve gifts at different value levels
• Recording Format: Choose between digital systems or spreadsheet templates that match your compliance needs
• Documentation Rules: Set clear guidelines for receipt keeping, value estimation, and timing of records

• Gift Details: Date, description, estimated value, and form of gift or hospitality received
• Parties Section: Names, roles, and business relationships of gift givers and receivers
• Purpose Declaration: Clear statement of business context and reason for the gift exchange
• Approval Information: Documentation of who authorized the gift and confirmation it meets policy limits
• Compliance Statement: Confirmation that the gift complies with the Secret Commissions Act and anti-bribery laws
• Record Keeping: Details of supporting documentation, receipts, and how long records must be maintained

A Record of Hospitality Gifts differs significantly from a Records Retention Policy in both scope and purpose. While both documents help organizations maintain compliance, they serve distinct functions in your governance framework.

• Primary Focus: Gift records track specific instances of hospitality exchanges, while a Records Retention Policy covers all company documentation including financial records, contracts, and correspondence
• Time Scope: Gift records are ongoing, living documents updated with each new gift exchange, whereas retention policies set fixed schedules for how long different types of records must be kept
• Legal Requirements: Gift records specifically address anti-bribery and Secret Commissions Act compliance, while retention policies cover broader obligations under the Companies Act and Privacy Act
• Usage Pattern: Staff regularly update gift records as events occur, but consult retention policies mainly for disposal decisions and audit preparation