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The Job Rejection Letter is an essential business document used in New Zealand's recruitment process when an organization needs to formally communicate its decision not to proceed with a candidate's application. This document must be drafted in compliance with New Zealand's employment legislation, including the Human Rights Act 1993 and Privacy Act 2020, to ensure non-discriminatory practices and proper handling of personal information. The letter serves multiple purposes: it provides closure to candidates, maintains professional relationships, protects the organization's reputation, and creates a record of the recruitment decision. The content typically includes appreciation for the candidate's interest, a clear communication of the decision, and may optionally include basic feedback or information about future opportunities, all while maintaining appropriate legal safeguards.

1. Letter Header: Company letterhead, date, and recipient's contact details

2. Greeting: Professional and personalized salutation addressing the candidate by name

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

4. Rejection Statement: Clear but diplomatic communication of the rejection decision

5. Basic Reasoning: Brief, general explanation for the decision without going into specific details that could create legal exposure

6. Positive Feedback: Acknowledgment of the candidate's strengths or positive aspects of their application

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

8. Signature Block: Professional signature including name, title, and company details