The Employment Denial Letter is a crucial business communication document used in Hong Kong's professional environment to formally notify job applicants that they have not been selected for a position. This document must be drafted in accordance with Hong Kong's Employment Ordinance and related anti-discrimination legislation, ensuring fair and professional communication while protecting the company from potential legal issues. The letter serves multiple purposes: it provides closure to candidates, maintains professional relationships, protects the company's reputation, and ensures compliance with Hong Kong's personal data protection requirements. Typically used after completing the recruitment process, this document should be sent promptly after the decision is made and must maintain a balance between being direct about the decision while remaining courteous and professional.

1. Letterhead and Date: Company letterhead with full contact details and current date

2. Recipient Details: Full name and address of the candidate

3. Reference Line: Reference to the position applied for and when the interview/application was made

4. Salutation: Professional greeting addressing the candidate by name

5. Acknowledgment: Thank the candidate for their interest and time spent in the application process

6. Decision Statement: Clear but polite statement of the negative decision

7. Professional Closing: Courteous closing paragraph wishing the candidate success in their job search

8. Signature Block: Name, title, and signature of the hiring manager or HR representative