The Regret To Inform You Job Letter is an essential business communication tool used in the Hong Kong employment landscape to professionally decline job applications. This document type is crucial when organizations need to formally communicate their hiring decisions to unsuccessful candidates while maintaining professional relationships and complying with local regulations. The letter must adhere to Hong Kong's legal framework, including the Personal Data (Privacy) Ordinance and various anti-discrimination ordinances. It typically includes the decision, appreciation for the candidate's interest, and possibly feedback or information about future opportunities. The document plays a vital role in maintaining the organization's professional reputation and can impact future recruitment efforts.
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1. Company Letterhead: Official company letterhead including company name, address, and contact information
2. Date: Current date of the letter
3. Recipient Details: Candidate's name and address
4. Reference Line: Reference to the position applied for and when the application/interview took place
5. Salutation: Professional greeting to the candidate
6. Main Message: Clear but gentle communication of the rejection decision
7. Appreciation: Thank the candidate for their time and interest in the company
8. Professional Closing: Formal closing and signature block with sender's name and title
1. Specific Feedback: Brief, constructive feedback about the candidate's application or interview, used when appropriate and when feedback can be provided professionally
2. Future Opportunities: Invitation to apply for future positions, used when the candidate showed promise but wasn't right for this specific role
3. Alternative Positions: Information about other current openings that might be suitable, used when there are relevant positions available
4. Candidate Database Retention: Information about keeping the candidate's details on file, used when company policy allows this and candidate's consent was obtained
5. Interview Feedback Request: Request for feedback about the interview process, used when company has a formal interview feedback program
1. Privacy Notice: Details about how the candidate's personal data will be handled, retained, or deleted as per the Personal Data (Privacy) Ordinance
2. Current Openings List: If referring to other positions, a list of current relevant openings might be attached
3. Interview Feedback Form: If requesting interview feedback, a structured form might be attached
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