The Denied Offer Letter is a crucial document in the recruitment process, used when an organization needs to formally communicate a negative hiring decision to a job candidate. Under Maltese law, while there is no strict legal requirement to provide written notification of a declined application, it is considered best practice and helps maintain professional standards while protecting the organization legally. The letter should be drafted in compliance with Malta's Employment and Industrial Relations Act and anti-discrimination laws, ensuring the communication is professional, clear, and legally sound. The document typically includes acknowledgment of the candidate's application, a clear statement of the decision, and may include brief, general feedback while avoiding potentially discriminatory statements. The Denied Offer Letter serves as an important record of the recruitment process and helps maintain positive relationships with candidates who might be suitable for future opportunities.
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1. Letter Header: Company letterhead, date, and recipient's contact details
2. Greeting: Professional salutation addressing the candidate by name
3. Acknowledgment: Thank the candidate for their time and interest in the position
4. Decision Statement: Clear but diplomatic statement that the company will not be extending an offer of employment
5. Brief Explanation: General, non-specific reason for the decision (e.g., other candidates better matched current needs)
6. Positive Note: Recognition of the candidate's qualifications and encouragement for future opportunities
7. Closing: Professional sign-off with appropriate signature block
1. Specific Feedback: Brief constructive feedback when appropriate and requested by the candidate
2. Future Opportunities: Invitation to apply for future positions if the candidate was impressive but not suitable for this specific role
3. Application Records: Information about retention/deletion of application materials in accordance with GDPR requirements
4. Alternative Position: Suggestion of alternative positions within the organization if applicable
1. Interview Summary: Optional attachment summarizing the interview process and evaluation (for internal records only)
2. Candidate Evaluation Form: Standard evaluation form documenting the assessment process (for internal records only)
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