10 Effective Employee Sample Emails for Collecting Money for Gift

Do you find it challenging to collect money from your colleagues for a group gift for a coworker? Worry no more! We’ve got you covered with this employee sample email for collecting money for gift. You can use this example and edit it as needed to suit your situation. It’s that simple!

Having a group gift collection for a coworker is an awesome way to show them how much they mean to the team. However, the process of collecting money from everyone in the office can turn out to be more complicated than you anticipated.

This email template comes in handy, saving you time and reducing the stress associated with collecting funds for group gifts. It has been designed to make it easy for everyone to chip in towards a fantastic gift for your coworker.

So, if you’re looking for a simple and effective way to collect money for a group gift, we recommend using our employee sample email for collecting money for gift. It’s guaranteed to streamline the process and make it a breeze for you!


The Best Structure for Employee Sample Email for Collecting Money for Gift


As a manager or team leader, it can be tricky to collect money from your employees for a gift. You want to be diplomatic, yet firm, and make sure that everyone contributes their fair share. After all, the success of this venture depends entirely on each person’s contribution.

So how do you draft an efficient employee email that will convince every member of your team to chip in without feeling pressurized? The following structure will help you pull off a successful group gift without any hiccups.

Start with a Great Introduction

Your email’s introduction should begin with a salutation, saying hello to everyone on the team. This should be followed by an opening statement that captures the essence of the email. Be brief and to the point and always start with a friendly tone. Avoid using passive or aggressive language that could make employees less likely to commit.

For example, “Hello team, Happy Monday! As we approach the festive season, I would like to suggest that we start thinking about a gift for our colleague who has recently welcomed a new baby to their family.”

Explain the Project/Initiative

After the introduction, it’s time to lay out the details of the project. Paint a clear picture of why you are raising money, who it’s specifically for, and why it’s important for everyone to contribute. Give a detailed summary of the project or gift, which in this case, is for the new baby. Here you should state why the gift would be a great idea and ideally offer some examples or suggestions of gifts, to give employees an idea of how much they need to pitch in.

Provide Specific Contributions

Employees will be more likely to commit to a group gift when they know exactly how much they are expected to give. You should provide a breakdown of the individual contributions needed and explain how you arrived at that amount. For a gift totaling $200 and with 10 members chipping in, it would mean each member needs to contribute $20 towards the gift, for example.


Include a clear deadline that everyone should follow to make contributions. Make sure you’ve provided ample time between now and the expected date of delivery, which in this case is close to the holiday season

Thank Everyone for Participating

In the closing section, thank everyone in advance for participating in the project. It shows that you appreciate their contributions and value the time, effort and money that everyone has put in to make the gift a reality. Don’t forget to sign off and to encourage anyone who has any questions to reach out to you directly!

With this structure, you can draft an employee sample email that is both professional and respectful, yet still effective in getting everyone on board for the group gift.

Employee Sample Emails for Collecting Money for Gifts

Collecting Money for a Birthday Gift

Greetings Team,

Our dear colleague, John, is going to celebrate his birthday next week, and we want to make his day special by giving him a gift. We can all contribute to make sure that John gets something he’ll love. We’re hoping everyone will chip in by donating $5 each. We will use the money to buy him a fabulous gift. We appreciate your contribution to making John’s birthday a memorable one.

Thank you for your time and cooperation.

Warm Regards,

[Your Name]

Collecting Money for a Wedding Gift

Dear all,

Our co-worker, Sarah, is getting married soon, and we would like to get her and her fiancĂ©, Mark, a wedding gift to honor them. We would like everyone to contribute $10 to purchase a special gift for them. Let’s make Sarah and Mark’s wedding day extra special with our thoughtful and generous gesture. We appreciate your contributions to this cause.

Thank you for your participation,

Best Regards,

[Your Name]

Collecting Money for Boss’ Farewell Gift

Hello everyone,

Our boss is leaving us soon, and we want to say a proper goodbye by presenting him with a farewell gift. We have all worked together for a long time, and it’s a great opportunity for us to show our appreciation for his leadership and guidance. All we need is $15 from each person to pool our funds for a remarkable gift. Please let us know if you would like to contribute to this gift for our boss.

Thank you for your support,

Best Wishes,

[Your Name]

Collecting Money for a New Baby Gift

Hi everyone,

Our colleague, Emma, is expecting a baby soon, and we would like to surprise her by buying her and her newborn an incredible gift. We can all pitch in by contributing $8 each. With our combined donations, we can get Emma and her new bundle of joy something they’ll love and cherish for years. We would appreciate your participation in this excellent initiative.

Thank you for your help,

Kind Regards,

[Your Name]

Collecting Money for Team Building Event

Dear Team,

We are planning a team-building event next month, and we would like everyone to contribute $20 to make it a day to remember. We have many fun activities lined up that will help us work better as a team and get to know each other better outside the office environment. Let’s make this exciting day happen by coming together and making this event a reality.

Thank you for your cooperation,

Best Regards,

[Your Name]

Collecting Money for Christmas Gift Exchange

Hello everyone,

It’s that time of year when we come together to celebrate Christmas and exchange gifts with one another. This year, we would like to make the gift exchange more fun and exciting by having a team potluck and exchanging gifts with a $15 limit. We hope that everyone will participate and contribute to this initiative to make our Christmas celebrations memorable.

Thank you for your participation,

Warm Wishes,

[Your Name]

Collecting Money for a Retirement Gift

Dear all,

Our beloved colleague, Tom, is retiring soon, and we want to present him with a memorable gift to express our gratitude for everything he has done for us over the years. We urge everyone to contribute $25 towards the gift, which will be a fitting tribute to his years of service to our organization. Let’s make Tom’s retirement celebration an unforgettable one with our generosity and thoughtfulness.

Thank you for your contribution and support,

Best Wishes,

[Your Name]

Tips for Writing an Employee Email for Collecting Money for a Gift

When it comes to collecting money from employees for a gift, an email is a convenient way to reach everyone at once. However, crafting an effective email that gets everyone on board can be tricky. Here are some tips to help make the process go smoothly:

  • Be clear and concise. Make sure your email clearly lays out what the gift is for, how much each person is expected to contribute, and when the deadline for contributions is.
  • Keep it professional. While you may have a close relationship with your co-workers, remember that this is a workplace and your email should be respectful and professional in tone.
  • Set up a collection system. Make it easy for people to contribute by setting up a collection system such as a Venmo account or a shared money pool on an app like Google Pay.
  • Consider including a suggested contribution amount. Letting people know how much others are contributing can help avoid confusion and ensure everyone is on the same page.
  • Make it clear that contributions are voluntary. While you may hope that everyone will contribute, it is important to stress that contributions are voluntary and no one should feel obligated to give.
  • Follow up politely. If someone hasn’t contributed by the deadline, a gentle follow-up email can help remind them and ensure the gift deadline isn’t missed.
  • Remember to say thank you. Once the gift has been purchased and delivered, be sure to send a follow-up email thanking everyone for their contributions and letting them know how much their support was appreciated.

By following these tips, you can help ensure that your employee gift email goes smoothly and everyone feels comfortable contributing.

Frequently Asked Questions: Employee Sample Email for Collecting Money for Gift

What is the purpose of this email?

The email is to inform employees about a gift collection for a specific occasion, and to request their contribution towards the gift.

Who will be contributing to the gift collection?

All employees are invited to contribute towards the gift collection.

How much is the recommended contribution?

The recommended contribution amount is usually $XX. However, any amount that an employee is comfortable with contributing will be appreciated.

How can employees contribute towards the gift collection?

Employees can contribute their share of the gift collection by handing in cash to the person responsible for collecting the money or by transferring the amount to the designated account number. The details of the person responsible for collecting the money will be included in the email.

What if employees do not wish to contribute towards the gift collection?

Contributions are optional, and employees who choose not to participate may opt-out by informing the person responsible for collecting the money. Their decision will be respected.

What is the deadline for contributions?

The deadline for contributions usually depends on the deadline for purchasing the gift. Specific details about the contribution deadline will be included in the email.

What happens if more money is collected than the cost of the gift?

If the total contributions exceed the cost of the gift, the surplus amount will be used to purchase additional items for the gift or donated to a charity of the group’s choice.

Will the list of contributors be publicly shared?

No, personal contributions will not be shared publicly. However, a list of contributors’ names may be shared privately among the employees who contributed towards the gift collection as a form of appreciation.

Is participation in the gift collection mandatory?

No, participation is optional, and employees who do not want to contribute towards the gift collection may opt-out by informing the person responsible for collecting the money.

Happy Collecting!

So there you have it, folks! A sample email that can easily help you collect money from your colleagues for a great office gift. Remember, always keep your tone friendly, polite and professional. With this email, you’ll be able to skip the awkwardness of collecting cash in person or through the office grapevine. If you found this article helpful, take a quick moment to share it with your colleagues and friends. And don’t forget to check back for more tips on work, life and everything in between. Thanks for reading!