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The Polite Rejection Letter is an essential business document used in the Maltese corporate environment to formally communicate negative hiring decisions to job applicants. This document type becomes necessary when an organization needs to inform candidates that their application has been unsuccessful, while maintaining professional standards and complying with Maltese employment laws and EU data protection regulations. The letter should strike a balance between clarity and sensitivity, including essential elements such as the decision, a brief explanation, and appropriate data handling information. It's particularly important in the Maltese business context where maintaining professional relationships is crucial due to the relatively small business community. The document helps organizations manage their recruitment process professionally while minimizing legal risks and maintaining their reputation.

1. Opening Salutation: Professional greeting addressing the recipient by name

2. Acknowledgment: Thank the candidate for their time and interest in the position/opportunity

3. Decision Statement: Clear but tactful communication of the negative decision

4. Brief Explanation: General, non-specific reason for the decision that doesn't invite debate

5. Positive Note: Recognition of the candidate's qualifications or strengths

6. Closing: Professional conclusion with good wishes for future endeavors

7. Signature Block: Sender's name, title, and organization