The Official Regret Letter is a crucial business document used in Malta's corporate environment to formally communicate negative hiring decisions to job applicants. This document type must comply with Malta's comprehensive legal framework, including the Employment and Industrial Relations Act, Data Protection Act, and various anti-discrimination laws. The Official Regret Letter serves multiple purposes: it provides clear communication to the candidate, maintains professional relationships, protects the organization legally, and documents the recruitment process. The letter should be crafted to balance professional courtesy with legal compliance, avoiding any statements that could be construed as discriminatory or that might expose the organization to legal challenges. It's particularly important in Malta's business environment where maintaining professional relationships is crucial due to the close-knit business community.
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1. Letterhead and Date: Official company letterhead with full contact details and current date
2. Recipient Details: Candidate's full name and contact information
3. Reference Line: Position applied for and any relevant reference numbers
4. Acknowledgment: Thank the candidate for their interest and time invested in the application process
5. Decision Communication: Clear but diplomatic communication of the negative decision
6. Brief Explanation: General, non-specific reason for the decision that avoids potential legal issues
7. Positive Note: Professional encouragement and wish for future success
8. Closing: Professional signature block with sender's name and position
1. Interview Appreciation: Additional paragraph thanking candidate for attending interviews, only included if interviews took place
2. Future Opportunities: Invitation to apply for future positions, included when the candidate showed promise but wasn't right for this specific role
3. Feedback Offer: Offer to provide constructive feedback, included when company policy allows for feedback sharing
4. Data Retention Notice: Information about how the candidate's data will be stored or deleted, included when specific data protection commitments were made
5. Alternative Position Suggestion: Suggestion of other open positions that might be suitable, included when applicable
1. Internal Processing Form: Internal document recording the decision-making process and reasons (not sent to candidate but kept for records)
2. Evaluation Summary: Brief summary of the evaluation process and key decision points (for internal records only)
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