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The Job Rejection Letter is an essential business document used when an organization needs to formally communicate to a job applicant that they have not been selected for a position. Used across all industries in Canada, this document must comply with federal legislation such as the Canadian Human Rights Act and PIPEDA, as well as provincial employment and privacy laws. The letter serves multiple purposes: it provides closure to candidates, maintains professional relationships, protects the organization legally, and documents the recruitment process. A well-crafted rejection letter should be prompt, professional, and considerate while avoiding specific reasons for rejection that could expose the organization to legal challenges. It may also include information about data retention practices and potential future opportunities, depending on the organization's policies and the candidate's potential.

1. Company Letterhead and Date: Official company letterhead including company name, address, and current date

2. Recipient Information: Candidate's name and contact information

3. Greeting: Professional salutation addressing the candidate by name

4. Appreciation Statement: Thank the candidate for their time and interest in the position

5. Decision Communication: Clear but diplomatic statement that the candidate was not selected

6. Brief Explanation: Generic, non-specific explanation about proceeding with other candidates who better match current needs

7. Positive Note: Professional encouragement and recognition of the candidate's qualifications

8. Closing: Professional sign-off with sender's name and title