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The Regret Letter is an essential business document used in the Danish recruitment process to formally communicate a negative hiring decision to job applicants. This document becomes necessary whenever an organization needs to inform candidates that they have not been selected for a position, whether after initial application review or following interviews. Under Danish law, while employers have significant flexibility in hiring decisions, they must ensure their communication adheres to anti-discrimination legislation and data protection requirements. The Regret Letter typically includes acknowledgment of the application, a clear statement of rejection, optional feedback or future opportunity mentions, and proper closing remarks. It serves both as a formal record of the hiring decision and as a tool for maintaining professional relationships with candidates who might be suitable for future positions.

1. Recipient Information: Full name and address of the candidate

2. Date: Current date of writing the letter

3. Subject Line: Clear reference to the position applied for and when

4. Acknowledgment: Thank the candidate for their time and interest in the position

5. Decision Communication: Clear but polite communication of the rejection decision

6. Brief Explanation: A general, non-specific reason for the decision that doesn't risk legal issues

7. Closing Statement: Professional conclusion with good wishes for their future endeavors

8. Signature Block: Name, title, and contact information of the sender