The Rejection Letter For Job Applicant is a critical business document used in the Belgian employment context to formally communicate a negative hiring decision to job candidates. It serves multiple purposes: providing clear communication to the applicant, maintaining professional relationships, ensuring legal compliance, and protecting the company's interests. The document must adhere to Belgian anti-discrimination laws, privacy regulations (GDPR), and employment practices while maintaining a professional and considerate tone. It's typically issued following the completion of the recruitment process and requires careful consideration of content to avoid potential legal issues while providing necessary information to the candidate. The letter should be drafted in accordance with Belgian business practices and may need to be available in multiple languages depending on the region of use (French, Dutch, or German).
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1. Letterhead and Date: Company's official letterhead including full legal name, address, and contact details, along with the current date
2. Recipient Details: Candidate's full name and contact information
3. Reference Line: Reference to the position applied for and when the application/interview took place
4. Acknowledgment: Thank the candidate for their interest and time invested in the application process
5. Decision Communication: Clear but diplomatic communication of the rejection decision
6. Brief Explanation: A general, non-discriminatory explanation for the decision
7. Professional Closing: Positive closing statement, including well-wishes for their future endeavors
8. Signature Block: Name, title, and signature of the company representative
1. Specific Feedback: When appropriate and requested, constructive feedback about the candidate's interview or application, ensuring feedback is objective and non-discriminatory
2. Future Opportunities: If the candidate showed potential, mention of possible future opportunities and encouragement to apply for other positions
3. Data Retention Notice: Information about how long the company will retain the candidate's data in compliance with GDPR, and their rights regarding their personal data
4. Alternative Positions: If applicable, information about other current openings that might match the candidate's profile
5. Interview Appreciation: If the candidate went through interviews, specific appreciation for their time during the interview process
1. Privacy Notice: Optional attachment detailing how the company handles candidate data and their GDPR rights
2. Current Openings List: If referenced in the letter, a list of other relevant positions currently available
3. Feedback Form: If the company has a formal feedback process, a structured form containing detailed feedback about the application/interview
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