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Job Refusal Letter

Job Refusal Letter Template for Indonesia

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Key Requirements PROMPT example:

Job Refusal Letter

"I need a Job Refusal Letter for our technology startup in Jakarta, maintaining a friendly and encouraging tone while rejecting a senior developer candidate, with the option to keep their application on file for future positions opening in March 2025."

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Document background
The Job Refusal Letter is a crucial document in the Indonesian corporate recruitment process, used when an organization needs to formally communicate its decision not to proceed with a candidate's application. This document must comply with Indonesian labor laws, including Law No. 13 of 2003 on Manpower and data protection regulations. The letter typically includes the decision, appreciation for the candidate's interest, and may contain constructive feedback or information about future opportunities. It serves both as a professional courtesy and a legal record of the recruitment decision, helping organizations maintain positive relationships with candidates while protecting themselves from potential legal challenges under Indonesian employment law.
Suggested Sections

1. Letter Header: Company letterhead including company name, address, and contact information

2. Date: The current date when the letter is issued

3. Recipient Details: Candidate's name and contact information

4. Formal Greeting: Professional salutation addressing the candidate by name

5. Opening Paragraph: Reference to the position applied for and interview date (if applicable)

6. Decision Communication: Clear but polite statement of the rejection decision

7. Appreciation Statement: Thank the candidate for their time and interest in the company

8. Closing: Professional closing statement with sender's name, title, and signature

9. Company Footer: Standard company footer with relevant registration numbers if required

Optional Sections

1. Constructive Feedback: Brief, constructive feedback about the candidate's application or interview, used when appropriate and when specific feedback can be provided

2. Future Opportunities: Invitation to apply for future positions, used when the candidate showed potential and the company wants to maintain a positive relationship

3. Alternative Position Suggestion: Suggestion of other open positions that might be suitable, used when there are relevant alternatives available

4. Reason for Rejection: Brief explanation of the decision if appropriate and if it can be stated diplomatically

5. Application Status Retention: Information about keeping the candidate's application on file, used when company policy allows this

Suggested Schedules

1. Privacy Notice: Optional attachment explaining how the candidate's data will be stored or deleted, particularly relevant under Indonesian Personal Data Protection Law

2. Candidate Feedback Form: Optional attachment for candidates to provide feedback on the recruitment process, used in companies with formal recruitment feedback systems

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Technology

Manufacturing

Financial Services

Retail

Healthcare

Education

Construction

Professional Services

Hospitality

Transportation

Energy

Telecommunications

Agriculture

Mining

Real Estate

Media and Entertainment

Relevant Teams

Human Resources

Recruitment

Talent Acquisition

Personnel Management

HR Operations

HR Administration

Corporate Communications

Legal

Compliance

Relevant Roles

Human Resources Manager

Recruitment Specialist

HR Director

Talent Acquisition Manager

HR Business Partner

HR Administrator

Hiring Manager

Department Head

HR Coordinator

Senior Recruiter

HR Operations Manager

Chief Human Resources Officer

Personnel Manager

Recruitment Coordinator

Industries
Law No. 13 of 2003 on Manpower (UU Ketenagakerjaan): The main employment law in Indonesia that sets the framework for labor relations, including principles of non-discrimination in employment practices
Law No. 11 of 2008 on Electronic Information and Transactions (UU ITE): Relevant if the refusal letter is sent electronically, governing electronic communications and ensuring the validity of electronic documents
Law No. 39 of 1999 on Human Rights: Ensures protection against discrimination in employment opportunities and requires fair treatment in the recruitment process
Law No. 27 of 2022 on Personal Data Protection (UU PDP): Regulates the handling and protection of personal data, which is relevant when storing and processing candidate information in rejection letters
Ministry of Manpower Regulation No. 39 of 2012: Provides guidelines on professional communication in employment relations, including recruitment processes
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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