The Inform Candidate Not Selected document is a crucial communication tool in the recruitment process, used when an organization needs to formally notify a candidate that they have not been selected for a position. This document must comply with Hong Kong's legal framework, including the Personal Data (Privacy) Ordinance and various anti-discrimination ordinances. It serves multiple purposes: providing clear communication to the candidate, maintaining professional relationships, protecting the organization from potential legal issues, and ensuring proper documentation of the recruitment process. The document should be used after a final hiring decision has been made and should be sent promptly to unsuccessful candidates who have completed any stage of the application or interview process. It may include optional elements such as constructive feedback or information about future opportunities, depending on the organization's policies and the specific circumstances of the rejection.
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1. Letterhead and Date: Company letterhead with full contact details and current date
2. Recipient Details: Candidate's name and contact information
3. Reference Line: Job position title and reference number if applicable
4. Greeting: Professional salutation addressing the candidate by name
5. Acknowledgment: Thank the candidate for their time and interest in the position
6. Decision Communication: Clear but diplomatic statement that they were not selected for the position
7. Professional Closing: Polite conclusion with good wishes for their future endeavors
8. Signature Block: Name, title, and contact information of the sender
1. Specific Feedback: Brief, constructive feedback about the candidate's application or interview, if company policy allows and when appropriate
2. Future Opportunities: Invitation to apply for future positions, used when the candidate showed promise but wasn't right for this specific role
3. Alternative Position: Suggestion of a different position within the organization, used when there's an immediate alternative that might suit the candidate
4. Data Retention Notice: Information about how long the company will retain the candidate's data and how it will be used, included when specific data protection notifications are required
5. Interview Feedback Request: Request for feedback about the recruitment process, used when the company has a formal recruitment feedback program
1. Privacy Policy Extract: Relevant sections of the company's privacy policy regarding candidate data retention and usage, attached when required by company policy
2. Alternative Vacancy List: List of other current openings that might be suitable for the candidate, attached when multiple suitable alternative positions are available
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Technology
Professional Services
Manufacturing
Retail
Healthcare
Education
Construction
Hospitality
Telecommunications
Real Estate
Transportation
Energy
Media and Entertainment
Non-Profit
Relevant Teams
Human Resources
Recruitment
Talent Acquisition
People Operations
Personnel Management
HR Operations
Hiring Department
Legal
Compliance
Relevant Roles
HR Manager
Recruitment Specialist
HR Director
Talent Acquisition Manager
HR Business Partner
Hiring Manager
Department Head
HR Coordinator
Recruitment Coordinator
HR Administrator
HR Operations Manager
Chief Human Resources Officer
HR Assistant
Talent Acquisition Specialist
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