The Job Rejection Letter is an essential business document used in the Maltese employment context to formally communicate negative hiring decisions to job applicants. It serves multiple purposes: providing clear closure to candidates, maintaining professional relationships, and ensuring legal compliance with both Maltese and EU regulations. The document should be used after any stage of the recruitment process where a decision is made not to proceed with a candidate's application. It typically includes the decision, a brief rationale (if appropriate), and necessary data protection information. Given Malta's position as an EU member state, the letter must comply with both local employment laws and EU-wide regulations, particularly regarding anti-discrimination and data protection (GDPR). The document may vary in detail depending on the stage of recruitment at which the rejection occurs and whether the organization wishes to maintain contact with the candidate for future opportunities.
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1. Company Letterhead and Date: Official company letterhead with current date and reference number if applicable
2. Recipient Details: Candidate's full name and contact information
3. Position Reference: Clear reference to the specific position applied for and when the interview took place (if applicable)
4. Appreciation Statement: Thank the candidate for their time and interest in the organization
5. Decision Communication: Clear but polite communication of the rejection decision
6. Generic Positive Feedback: Brief positive acknowledgment of the candidate's qualifications or interview performance
7. Closing and Signature: Professional closing, including sender's name and position
1. Specific Feedback: Brief constructive feedback about why the candidate wasn't selected, used when appropriate and when there's a clear, non-controversial reason
2. Future Opportunities: Invitation to apply for future positions, used when the candidate was impressive but not quite right for this specific role
3. Candidate Database Retention: Information about keeping the candidate's details on file, including GDPR compliance statement, used when the organization wishes to maintain a talent pool
4. Alternative Position Suggestion: Suggestion of another open position that might be more suitable, used when applicable and when there's a genuine alternative
5. Interview Feedback Request: Request for feedback about the interview process, used when the organization has a formal candidate experience program
1. Privacy Notice: Optional attachment explaining how the candidate's personal data will be processed and stored
2. Candidate Feedback Form: Optional attachment for candidates to provide feedback on the recruitment process
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