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A Rejection Letter is a formal written response that declines a proposal, application, or request. In Australian business practice, these letters help organizations communicate negative decisions professionally while managing legal risks and maintaining good relationships. Common uses include turning down job applicants, refusing tender submissions, or declining business proposals.

Well-crafted rejection letters protect organizations by clearly stating the decision, avoiding discriminatory language, and maintaining proper records under Fair Work regulations. They should explain the outcome respectfully, thank the recipient for their interest, and where appropriate, provide constructive feedback or encourage future applications.

Send a Rejection Letter anytime you need to formally decline a request, application, or proposal in your business. This includes responding to unsuccessful job candidates, turning down vendor proposals, or declining partnership requests. Australian employers regularly use these letters after recruitment rounds to maintain professionalism and comply with Fair Work requirements.

Time-sensitive situations demand prompt Rejection Letters - especially following job interviews, tender submissions, or formal business proposals. Quick, clear communication helps maintain your organization's reputation, prevents misunderstandings, and reduces the risk of disputes. It's particularly important when dealing with government contracts, regulated industries, or situations involving multiple candidates.

• Interview Failed Thank You Letter: A gentle, professional response to unsuccessful job candidates, emphasizing appreciation and maintaining goodwill
• Work Rejection Letter: A formal decline for general employment applications, suitable for bulk recruitment rounds
• Business Proposal Rejection Letter: Declines business partnerships or commercial proposals while preserving professional relationships
• Email To Vendor Not Selected: Specific format for declining supplier or contractor proposals in procurement processes
• Internship Rejection Letter: Tailored response for student or graduate applicants, often including developmental feedback

• HR Managers and Recruiters: Primary drafters of Rejection Letters for job applications, responsible for maintaining professional communication and Fair Work compliance
• Business Development Teams: Write responses to unsuccessful business proposals and partnership requests
• Procurement Officers: Handle vendor and supplier rejection communications, especially in tender processes
• Legal Teams: Review and approve rejection letter templates to ensure compliance and risk management
• Department Managers: Provide input on specific candidate feedback and sign off on rejections within their teams
• Company Directors: Approve high-stakes rejections involving major contracts or strategic partnerships

• Basic Details: Gather recipient's name, role, application reference, and date of their submission
• Decision Context: Document the specific reasons for rejection, keeping notes factual and non-discriminatory
• Company Information: Confirm correct letterhead, contact details, and signatory authority
• Template Selection: Choose the right template from our platform to ensure proper format and legal compliance
• Tone Check: Review language to maintain professionalism while showing appreciation
• Legal Review: Verify alignment with Fair Work guidelines and anti-discrimination laws
• Record Keeping: Save a copy for your files, noting date sent and delivery method

• Clear Decision Statement: Direct statement of rejection without ambiguous language
• Recipient Details: Full name, reference number, and position/proposal applied for
• Company Information: Official letterhead with ABN and registered business address
• Date and Timeline: Date of decision and any relevant application dates
• Non-discriminatory Language: Neutral wording compliant with Fair Work Act requirements
• Privacy Statement: How personal information will be stored or destroyed
• Contact Details: Name and position of sender with authorized signature
• Record Retention Notice: Information about application storage duration

A Rejection Letter differs significantly from an Employment Offer Letter, though they both play crucial roles in the hiring process. While they share some formal elements, their purposes and legal implications are quite distinct.

• Purpose and Timing: Rejection Letters communicate a negative decision after evaluation, while Employment Offer Letters initiate a potential employment relationship
• Legal Weight: Rejection Letters carry minimal legal obligations beyond privacy and anti-discrimination requirements, whereas Offer Letters can form binding contractual commitments
• Content Focus: Rejection Letters emphasize courtesy and closure, while Offer Letters detail terms, conditions, and expectations of employment
• Record-Keeping Requirements: Rejection Letters need shorter retention periods under Fair Work guidelines, but Offer Letters must be maintained throughout employment and beyond
• Risk Management: Rejection Letters primarily manage discrimination risks, while Offer Letters require careful drafting to avoid unintended contractual obligations