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The Application Decline Letter is a crucial business document used in the Belgian employment context to formally communicate the rejection of a job application. It serves both legal and professional purposes, ensuring compliance with Belgian employment laws, anti-discrimination legislation, and GDPR requirements while maintaining professional relationships. The document is typically used following a completed recruitment process when informing unsuccessful candidates of the outcome. It must include specific elements required by Belgian law, such as appropriate data protection notices and non-discriminatory language. The letter should be drafted in the region's official language (French, Dutch, or German) and may need to address specific requirements depending on whether the candidate is internal or external, and whether the application was for a public or private sector position.

1. Date and Contact Information: Current date and recipient's full contact details

2. Salutation: Professional greeting addressing the applicant by name

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

4. Decision Communication: Clear and direct communication of the decline decision

5. Professional Explanation: Brief, non-discriminatory explanation of the decision

6. Data Retention Notice: Information about how their application data will be handled/stored

7. Closing: Professional closing with good wishes for future endeavors

8. Signature Block: Sender's details including name, title, and company information