How to Write an Email Asking Coworkers to Contribute to a Gift

Gifting is a common practice in the modern workplace and chances are you have either contributed to one or have got yourself some gifts from your coworkers.

But what if you were in charge of asking coworkers to contribute to a gift? You will have to start that journey with an email.

In this blog post, we will look at how you can write an email asking coworkers to contribute to a gift, some tips to remember, best practices to follow and one sample email that you can copy/paste and modify according to your needs. So let us get started.

Tips to Remember

• The timing of your email is key, so do not send it too close to the event. Maybe a day or two before the event should be fine.
• Always communicate with clarity and ensure that all the details are clear and you have not used any ambiguous terms that some people might not understand.
• Set a budget and then plan the average contribution amount. Keep some buffer of 20-30% because some people might not be able or want to contribute. 
• Respect participation in all forms, since not everyone is fine with financial participation. Some might have a different way of contributing to the day.

Best Practices

• Use a clear subject line that is not ambiguous and sets the expectation that it is a gift contribution request email.
• Start your email with a polite greeting and then express the purpose in no uncertain terms.
• Explain how people can make their contribution to the gift amount including sharing at least two methods of payment. 
• Try and show appreciation for your colleagues who are open to the idea of participating in someone’s special day, financially or otherwise.
• Offer alternative ways to participate for those who are not comfortable with financial contributions, so that no one is left out of the event. 

Sample

Subject: Contribution Request: [Person’s Name]’s Farewell Gift

Dear Team,

Today is a bittersweet day for all of us here at [Company Name], we bid farewell to [Person’s Name] who has worked with us for the past [Number of Years] years. We have planned to get [Person’s Name] a farewell to mark this special day and are looking for contributions. 

We recommend a contribution of $15 each since that will give us approximately the amount that we want, however please feel free to contribute as much as you are comfortable with. The management team has also offered to cover the cost difference (if any).

Please make your contribution by [Time] on [Date] through either cash submitted to [Person of Contact] or via this link [Payment Link]. We understand that not everyone would be comfortable contributing money and if you are one, please don’t feel obligated to do so, and you can still contribute to [Person’s Name]’s farewell by helping us come up with farewell event ideas. 

Thank you so much for participating and your contribution will make this day extra special for [Person’s Name]. 

Regards,

[Your Name]

[Email]

Conclusion

Planning a gift contribution campaign at your workplace can feel like a novel experience but when you follow the tips, best practices and sample email shared in this post, you will find that not only is the process simple, it is also quite systematical and straightforward.

Did you enjoy content like this? Then consider looking at more email related blog posts on our blog.

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