The Employment Rejection letter is a crucial business document used when an organization needs to formally communicate its decision not to proceed with a candidate's job application. Used across all industries in India, this document must comply with various Indian legal requirements, including constitutional provisions for equality, anti-discrimination laws, and data protection regulations. The letter serves multiple purposes: it provides closure to candidates, maintains professional relationships, protects the company legally, and documents the recruitment process. This type of communication is essential for maintaining the company's reputation and ensuring transparent hiring practices while adhering to Indian labor laws and professional standards.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Greeting: Professional salutation addressing the candidate by name
3. Acknowledgment: Thank the candidate for their time and interest in the position
4. Decision Communication: Clear but diplomatic statement of the rejection decision
5. Positive Feedback: Brief mention of candidate's positive qualities or strengths
6. Future Opportunities: Statement about potential future opportunities, if applicable
7. Closing: Professional closing with well-wishes and signature block
1. Specific Feedback: Brief constructive feedback about why the candidate wasn't selected, used when appropriate and when there's clear, non-controversial feedback to provide
2. Application Retention: Information about how long the application will be kept on file, used when company policy allows for application retention
3. Alternative Positions: Suggestion of other open positions that might be suitable, used when there are relevant positions available
4. Interview Appreciation: Additional paragraph thanking for interview participation, only used for candidates who reached interview stage
1. Privacy Notice: Optional attachment explaining how the candidate's personal data will be handled and retained
2. Company Contact Information: Optional attachment with HR department contact details for future reference
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