A Rejection Letter For Job Applicant is a crucial document in the recruitment process under Maltese law, used when an organization needs to formally communicate a negative hiring decision to a job candidate. This document must comply with Malta's Employment and Industrial Relations Act, Equal Treatment in Employment Regulations, and the EU's General Data Protection Regulation (GDPR). It is typically issued following the completion of the recruitment process, whether after initial application screening or following interviews. The letter serves multiple purposes: it provides closure to candidates, maintains professional relationships, protects the organization from potential legal challenges, and ensures proper handling of personal data in accordance with Maltese and EU regulations. The document is designed to be clear and professional while avoiding any potentially discriminatory language or unnecessary negative feedback that could lead to legal complications.
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1. Recipient Details: Full name and address of the candidate
2. Reference Information: Job reference number, position applied for, and date of application/interview
3. Acknowledgment: Thank the candidate for their time and interest in the position
4. Decision Communication: Clear but tactful communication of the rejection decision
5. Brief Explanation: General, non-specific reason for the decision that avoids potential legal issues
6. Positive Feedback: Brief acknowledgment of the candidate's strengths or positive qualities
7. Future Opportunities: Statement about potential future opportunities, if applicable
8. Closing: Professional closing with well-wishes and signature block
1. Interview Appreciation: Additional thank you for attending interviews - only included if interviews took place
2. Specific Feedback: Constructive feedback about the candidate's application/interview - only if company policy allows and feedback is positive
3. Alternative Positions: Information about other current openings that might suit the candidate - only if suitable positions exist
4. Request for Database Retention: Request for permission to keep candidate's details on file - only if company maintains a candidate database
5. Data Retention Notice: Information about how long the company will retain the candidate's personal data - recommended for GDPR compliance
1. Data Protection Notice: Optional attachment detailing how the candidate's personal data will be processed and stored
2. Current Vacancies List: Optional attachment listing other open positions, if referring candidate to alternative roles
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