A well-written corporate gift email can strengthen connections, show genuine appreciation, and keep your brand top of mind even after the gift arrives.
The right words help you stand out in a crowded inbox and turn a simple gesture into a lasting impression.
In this post, you’ll discover what makes an effective template, how to write one, and how to personalize your message.
We’ll also share ten effective templates, common pitfalls to avoid, smart follow-up strategies, and the best way to send gifts directly through your email campaigns.
Let’s get the ball rolling!
Table of Contents
What Is a Corporate Gift Email Template?
How Do You Write a Corporate Gift Email Template?
What Are the Best Templates for Corporate Gift Emails?
How Do You Personalize a Corporate Gifting Email?
What Are the Common Mistakes in Corporate Gift Emails?
How to Follow Up After Sending a Corporate Gift Email?
Send Gifts Directly Through the Email Campaigns
What Is a Corporate Gift Email Template?
A corporate gift email template is a ready-made message you can use to share a gift with clients, employees, or partners in a professional way.
These templates give you a clear structure that saves time, ensures your tone stays warm and consistent, and helps your gift feel thoughtful instead of routine.
With the right template, you can focus on the personal touches that matter most and make a big impact on the recipients.
Now, let’s look at some of the key elements you need to include in a corporate gift email template.
How Do You Write a Corporate Gift Email Template?
To write an impactful corporate gift email template, you need to combine a clear structure with a personal touch that makes the recipient feel valued.
Each part of your email should work together to build trust and highlight the thought behind the gift.
Here are six essential elements every template should include:
- A subject line that sparks curiosity and sets the right expectation makes recipients more likely to open your email.
- A warm greeting that sets a friendly tone right from the start creates an immediate sense of connection.
- An opening line that explains the purpose of the gift helps the reader quickly understand your intention.
- A concise body that shares the details of the gift in a clear and engaging way keeps the focus on value.
- A strong call-to-action that guides the reader on the next step ensures your message leads to action.
- A closing message that reinforces gratitude and aligns with your brand voice leaves a lasting impression.
Let’s explore some of the best email templates you can put into action right away.
What Are the Best Templates for Corporate Gift Emails?
Different occasions call for different approaches, and the right template makes your message clear, timely, and memorable.
Below are ten email templates tailored to specific contexts:
- Holiday greetings email template
- Client appreciation email template
- Employee recognition email template
- Thank you email template
- Door-opener gift email template
- Pipeline acceleration email template
- Customer referral thank you email template
- Customer renewal/milestone email template
- Customer welcome gift email template
- Upsell/new product introduction gift email template
Let’s break them down.
1. Holiday greetings email template
When to send: Send this email in early December, before the holiday rush begins, to make sure your message and client or employee Christmas gift don’t get lost in the flood of last-minute offers and crowded inboxes.
Subject: A little holiday cheer is on its way!
Hi [Name],
We wanted to celebrate the holiday season with you and show our appreciation for your support this year.
We’ve sent you [gift description] to brighten your holidays and share some seasonal joy.
Enjoy this small token of our gratitude, and let’s schedule a quick call next week to share holiday wishes and discuss what’s ahead.
Wishing you joy, health, and success this season,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: Holiday greetings spark positive emotions and seasonal excitement, making recipients feel genuinely valued. Share your gratitude together with a Christmas gift for clients or employees to solidify relationships and boost engagement.
2. Client appreciation email template
When to send: Send this email at the end of a project, after a major milestone, or during client anniversaries to highlight specific achievements in your collaboration.
Subject: A thank-you gift to celebrate our partnership
Hi [Name],
We truly value your partnership and want to celebrate the trust you place in us.
To show our gratitude, we’ve sent you [gift description].
We’d love to schedule a quick chat next week to reflect on our accomplishments and explore new ways we can continue creating value together.
Thank you for being such an important part of our journey,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: Acknowledging specific client contributions with heartfelt messages and thoughtful corporate gifts makes appreciation tangible. This approach builds loyalty and encourages customers to continue investing in the partnership.
3. Employee recognition email template
When to send: Send this email after an employee reaches a significant achievement or work anniversary, completes a major project, or on special occasions, such as Employee Recognition Day.
Subject: Congratulations on your outstanding achievement!
Hi [Name],
Your hard work and dedication on [specific project] deserve recognition.
To celebrate, we’ve sent you [gift description].
Enjoy it, and please join us at our team meeting next week to share your success and inspiration with everyone.
Thank you for inspiring excellence every day,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: A recent Nectar survey reveals that meaningful recognition improves motivation, productivity, engagement, and retention for the majority of employees.
Check out our extensive list of employee appreciation quotes to make this template more personal and meaningful.
4. Thank you email template
When to send: Send this email after a meeting, collaboration, or successful delivery of a service to show genuine appreciation for the recipient’s time or support.
Subject: A small thank-you just for you
Hi [Name],
I really appreciate the time and insight you shared during our recent conversation.
To show my gratitude, I’ve sent you [gift description].
I’d like to schedule a follow-up call next week to explore further opportunities together.
Thank you for your support,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: Expressing thanks in a concise and sincere manner makes the recipient feel appreciated. Pair the message with a small customer appreciation gift to enhance the emotional impact and build positive ongoing relationships.
5. Door-opener gift email template
When to send: Send this email when reaching out to new prospects or re-engaging previous contacts to initiate a business conversation.
Subject: A small gift to start our conversation
Hi [Name],
I’d love the chance to connect and explore how we can support your goals.
To start things off, I’ve sent you [gift description].
Can we set up a time next week to chat? Here’s my calendar link: [insert link].
Looking forward to connecting,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: Offering a small promotional gift breaks the ice and creates a positive first impression. Include a clear call-to-action to encourage the recipient to respond and schedule a meeting without feeling pressured.
6. Pipeline acceleration email template
When to send: Send this email after a demo, proposal, or significant conversation when momentum in the sales pipeline might slow down.
Subject: A little something to keep the momentum going
Hi [Name],
I enjoyed our recent conversation about [specific topic].
To thank you for your time, I’ve sent you [gift description].
Let’s continue the discussion and explore next steps. Please use this link to schedule a meeting at your convenience: [insert link].
Excited to move forward together,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: Reinforcing positive interactions with a thoughtful gift keeps the prospect engaged. Mention recent conversations to show attention to detail and prompt the recipient to take the next step in the sales process.
7. Customer referral thank you email template
When to send: Send this email immediately after a referral converts or shortly after a referral is shared to show prompt appreciation.
Subject: Thank you for spreading the word!
Hi [Name],
Your referral means a lot to us, and we want to show our appreciation.
We’ve sent you [gift description] to thank you.
Feel free to share your experience with others, and let’s connect next week to discuss more ways we can support you.
We’re grateful for your trust,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: Rewarding customers for referrals builds loyalty and encourages continued brand advocacy. Prompt recognition demonstrates attentiveness and builds goodwill with both the referrer and the new prospect.
8. Customer renewal/milestone email template
When to send: Send this email on contract anniversaries, purchase anniversaries, or after achieving a significant milestone with the customer.
Subject: Celebrating our [X-year] milestone together!
Hi [Name],
Today marks [milestone] since we began working together, and it’s been a fantastic journey.
To celebrate, we’ve sent you [gift description].
Let’s schedule a quick call next week to discuss exciting plans for the future.
Thank you for your continued trust,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: Acknowledging milestones makes customers feel recognized and valued. Mark the occasion with meaningful client gifts to build loyalty and deepen the emotional bond with your brand.
9. Customer welcome gift email template
When to send: Send this email immediately after onboarding new customers or following their first purchase to make a good first impression.
Subject: Welcome aboard—your gift is here!
Hi [Name],
We’re thrilled to welcome you to [company name] and start our journey together.
To kick off this partnership, we’ve sent you [gift description].
Click here to schedule a quick call so we can get you started smoothly: [insert link].
Looking forward to a great collaboration,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: A welcome gift creates an immediate positive connection and sets the tone for a supportive, engaging relationship. This strategy makes customers feel appreciated and excited to engage with your brand.
10. Upsell/new product introduction gift email template
When to send: Send this email after launching a new product or offering an upgrade to existing customers.
Subject: A gift to celebrate our latest launch!
Hi [Name],
We’ve just introduced [new product/service], and we thought of you immediately.
To celebrate, we’ve sent you [gift description].
Take a look at the product and schedule a brief call to find out how it can bring value to your business: [insert link].
Thanks for your continued support,
[Your Name]
[Your Title]
[Your Company Name]
Why it works: Combining a product announcement with corporate gifting generates excitement and curiosity. Hint at the potential value for the customer to encourage engagement and position the gift as part of a meaningful, personalized experience.
Before you start sending these emails, take a moment to explore our guide on why corporate gifting is important to understand the bigger picture and perfect your strategy.
Next, we’ll show you how to make your email templates more personal and impactful.
How Do You Personalize a Corporate Gifting Email?
According to the Next in Personalization 2021 Report, 71% of consumers expect companies to deliver personalized interactions, and 76% get frustrated when this doesn’t happen.
Personalization in corporate gifting emails shows the recipient that you truly know and value them, increasing the chances of engagement, creating stronger bonds, and making your gift more memorable.
Here’s a quick look at some of the best practices for adding a personal touch to your emails, beyond simply addressing the recipient by name.
Now, let’s explore them in more detail.
1. Choose a gift that reflects who they are
Personalization begins with the gift itself. Choosing a promotional product that matches the recipient’s interests, lifestyle, or values makes the email feel genuine rather than transactional.
For instance, you can send a coffee corporate gift box to an employee who raves about their morning brew, or a branded backpack made of recycled materials to a client who cares about sustainability.
If you don’t have the time to curate individual gifts, let us give you a helping hand. Check out our step-by-step guide to selecting and delivering corporate gifts hassle-free, or allow recipients to choose their own gifts using our swag-on-demand shops. (More on this later)
2. Match your voice to the relationship
The tone of your email impacts how it’s received.
A trusted long-term partner may appreciate a warm, conversational style, while a senior executive may respond better to a semi-formal tone that denotes professionalism.
Tailor your tone to the relationship to make your message feel natural and aligned with the recipient’s expectations to boost engagement.
3. Reference the story you share
Every client, partner, or employee has a unique journey with you, and referencing that story in your email makes it resonate.
Mention a recent success, a milestone achieved, or even a shared challenge to add context and meaning to your corporate gift.
This approach shows you’ve been paying attention, turning a generic message into a personal note of appreciation.
4. Focus on what the gift means for them
Personalization works best if you link the gift to the recipient’s goals, needs, or wins.
Talk about how the gift rewards the client’s or employee’s efforts, celebrates their success, or makes their day a little brighter.
This strategy shifts the focus from your company to the value you’re creating for the recipient, reinforcing your bond and making the gesture feel more authentic.
Now that you know how to create effective emails, let’s look at some of the common slip-ups you should avoid.
What Are the Common Mistakes in Corporate Gift Emails?
A well-chosen gift deserves an email that matches its thoughtfulness. If the message feels rushed, impersonal, or random, your gesture can fall flat.
Make sure your email feels professional, personal, and memorable by avoiding these common mistakes:
- Using vague subject lines makes your email easy to overlook and reduces open rates.
- Writing in a generic tone without tailoring your words to the relationship makes the message feel impersonal.
- Overloading the body of the email with too much information distracts the reader from the purpose of the gift and weakens the gesture.
- Forgetting to add a clear call-to-action leaves the reader unsure about what to do next or how to respond.
- Sending the email without proper timing, such as long after the recipient’s birthday or a significant milestone, reduces the emotional impact and may come across as thoughtless.
Let’s move on to an equally important step that ensures your gesture creates lasting value.
How to Follow Up After Sending a Corporate Gift Email?
A corporate gift can open doors, but the way you follow up keeps the connection alive.
Thoughtful outreach after delivery shows genuine care, creates room for conversation, and helps you strengthen your professional relationship.
Explore our practical follow-up tips.
Give them a quick call
Sometimes a short phone call leaves a stronger impression than another email.
A friendly check-in, such as “I just wanted to make sure the gift reached you and hear how you’re doing,” adds a personal touch that feels warm and spontaneous.
Calls work especially well with long-term clients or employees you know well.
Ask for feedback or impressions
Invite the recipient to share their thoughts about the gift to make the exchange more interactive.
Instead of a formal request, keep it conversational: “We’ve been excited about this gift and would love to hear how you liked it.”
This simple touchpoint creates an opportunity for authentic dialogue and keeps the conversation flowing naturally.
Personalize the timing of your outreach
Consider the recipient’s schedule and context when following up.
A client in the middle of year-end reporting might not appreciate immediate scheduling requests, but they will value a warm check-in.
Adjust your timing to show empathy and help your message land at the right moment.
Celebrate the relationship again later
The follow-up doesn’t have to stop after one message.
Mark your calendar to reach out weeks or months later with a short email or handwritten note, like “Thinking of you as we head into Q2 and grateful for our continued partnership.”
Space out your communication to show that the promotional gift was part of an ongoing relationship, not just a one-time event.
Coming up next, we’ll show you how to integrate gifting into your email campaigns to make the entire process smoother.
Send Gifts Directly Through the Email Campaigns
Gifting becomes much easier if you link it directly to your email campaigns and partner with a reliable corporate gifting company, like SwagDrop.
Instead of guessing what someone might enjoy or dealing with storage and shipping headaches, we can build you a swag-on-demand shop that lets recipients pick their gifts, while we handle everything else.
How it works
You include a custom shop link in your email, and the recipient clicks through to explore your fully-branded online store featuring curated company swag.
Clients and employees can choose what suits them best, whether that’s premium apparel in the right size, stylish drinkware in their favorite color, or cool tech swag.
Once the recipient checks out, we manage the production, packaging, and shipping for only $9.95 per order.
You don’t need to track orders or chase delivery updates because we handle it all.
On top of that, if your recipients are spread thin across the U.S. and Canada, our expertise in global corporate gifting will come in handy.
Tips, tricks, and inspiration delivered straight to your inbox.
Why it’s a game-changer
Our swag-on-demand solution eliminates the burden of inventory, reduces waste, and keeps your budget under control, as you only pay for what recipients order.
Team members and customers appreciate the freedom to pick something they genuinely like, making the gesture more meaningful and memorable.
The best part is that we can set up as many gift shops as you need, free of charge, to help you mark different occasions.
Whether you want to celebrate a rebrand, onboard new hires, or thank loyal clients, sending gifts this way keeps the process smooth, personal, and scalable.
Book a call with us today and discover how easy corporate gifting can be.
