Employment Rejection for the United Kingdom

Employment Rejection Template for England and Wales

An Employment Rejection letter is a formal communication under English and Welsh law used to inform job candidates that their application has been unsuccessful. The document must comply with equality legislation and data protection requirements while maintaining professionalism and protecting against potential discrimination claims. It serves as an official record of the recruitment decision and typically includes appreciation for the candidate's interest, a clear rejection statement, and optional elements such as feedback offers or future opportunity mentions.

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What is a Employment Rejection?

Employment Rejection letters are essential documents in the recruitment process, used when an organization needs to formally communicate a negative hiring decision to a candidate. These letters, governed by English and Welsh law, must be carefully crafted to ensure compliance with the Equality Act 2010, Data Protection Act 2018, and other relevant legislation. The Employment Rejection letter should maintain professionalism while protecting the organization from potential discrimination claims. It typically includes the position details, appreciation for the candidate's interest, and the rejection decision, with optional elements such as feedback offers or retention of details for future opportunities.

What sections should be included in a Employment Rejection?

1. Addressee Details: Full name and address of the candidate

2. Reference to Position: Clear identification of the role applied for

3. Appreciation Statement: Thank candidate for their time and interest

4. Rejection Statement: Clear but diplomatic communication of the decision

5. Sign-off: Professional closing with sender's details

What sections are optional to include in a Employment Rejection?

1. Feedback Offer: Option to receive feedback on their application, used when company policy allows this

2. Future Opportunities: Invitation to apply for future positions, used when candidate showed potential

3. Retention of Details: Information about data retention, used when planning to keep candidate details on file

What schedules should be included in a Employment Rejection?

1. No Schedules Required: Employment rejection letters generally don't include schedules or appendices

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Jurisdiction

England and Wales

Publisher

Genie AI

Document Type

Rejection Letter

Cost

Free to use
Industries

Equality Act 2010: Primary legislation protecting against discrimination based on protected characteristics (age, disability, gender reassignment, marriage/civil partnership, pregnancy/maternity, race, religion/belief, sex, sexual orientation). Ensures rejection reasons aren't discriminatory and requires reasonable adjustments for disabled candidates.

Data Protection Act 2018 and UK GDPR: Regulates the handling of personal information, determines retention periods for application materials, and ensures proper handling of candidate's personal data during the recruitment process.

Human Rights Act 1998: Protects fundamental rights including the right to privacy and ensures fair treatment during the recruitment and rejection process.

Employment Rights Act 1996: Provides the general framework for employment relationships and ensures fair practices in recruitment processes.

Record Keeping Requirements: Best practice consideration to maintain detailed records of the recruitment process for potential future reference or disputes.

Objective Reasoning Requirement: Best practice consideration to provide clear, objective reasons for rejection if requested by the candidate.

Confidentiality Obligations: Best practice consideration to maintain strict confidentiality of candidate information and recruitment decisions.

Feedback Provisions: Best practice consideration to have a process in place for providing constructive feedback to rejected candidates when requested.

Consistent Treatment Protocol: Best practice consideration to ensure all candidates are treated consistently throughout the recruitment and rejection process.

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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