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The Turn Down Letter is a critical business document used in Austrian business contexts to formally communicate negative decisions regarding applications, proposals, or requests. It must comply with Austrian legislation, particularly the Gleichbehandlungsgesetz (Equal Treatment Act) and DSGVO (GDPR), while maintaining professional standards and protecting both parties' interests. The document is typically used in recruitment processes, business proposal responses, loan application responses, or similar situations where a formal rejection is required. It includes essential elements such as clear decision communication, non-discriminatory reasoning, and appropriate data protection notices. The Turn Down Letter serves both as a communication tool and a legal document, potentially becoming important in case of future disputes or compliance audits.

1. Recipient Details: Full name and address of the recipient

2. Reference Information: Date, reference numbers, and subject line relating to the original application or proposal

3. Acknowledgment: Recognition of the received application/proposal and appreciation for their interest

4. Decision Communication: Clear and direct statement of the negative decision

5. Brief Explanation: General, non-discriminatory reason for the decision

6. Future Opportunities: Optional encouragement for future applications if appropriate

7. Closing: Professional closing statement with contact information if needed