The Job Application Withdrawal Letter is a crucial document used when an applicant needs to formally remove themselves from consideration for a position. This document, operating within Malta's legal framework, particularly the Employment and Industrial Relations Act and Data Protection Act, serves multiple purposes: it officially notifies the employer of the withdrawal, maintains professional courtesy, and can include requests for personal data handling under GDPR requirements. The letter is typically used when an applicant has accepted another position, had a change in circumstances, or decided the role is not suitable. It should be submitted as soon as the decision to withdraw is made, ensuring proper documentation of the withdrawal and helping maintain professional relationships for potential future opportunities.
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1. Sender's Contact Information: Full name, address, phone number, and email of the applicant
2. Date: Current date when the withdrawal letter is being sent
3. Recipient's Information: Name, title, company name, and address of the hiring manager or HR representative
4. Subject Line: Clear indication that this is a job application withdrawal, including any relevant reference numbers
5. Salutation: Professional greeting to the appropriate person
6. Application Reference: Details of the original job application, including position title and when it was submitted
7. Withdrawal Statement: Clear and direct statement of intention to withdraw the application
8. Brief Explanation: A concise, professional explanation for the withdrawal (if appropriate)
9. Appreciation: Expression of gratitude for their time and consideration
10. Professional Closing: Formal closing, signature, and typed name
1. Document Return Request: Section requesting the return of any physical documents or certificates submitted, if applicable
2. Data Removal Request: Request for personal data removal from the company's database, invoking GDPR rights
3. Future Consideration: Optional paragraph expressing interest in future opportunities, if the withdrawal is not due to company-related reasons
4. Interview Cancellation: Section specifically addressing any scheduled interviews that need to be cancelled
5. Confidentiality Reminder: Statement regarding any confidential information exchanged during the application process
1. Copy of Original Application: Reference copy of the original job application for easier identification
2. List of Submitted Documents: If requesting return of documents, a detailed list of all materials previously submitted
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