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Job Rejection Letter
1. Company Letterhead and Date: Official company letterhead including company details and the current date
2. Recipient Details: Applicant's name and contact information
3. Reference Line: Position applied for and any relevant reference numbers
4. Acknowledgment: Thank the candidate for their application and time invested in the process
5. Decision Communication: Clear but tactful communication of the rejection decision
6. Brief Explanation: General, non-specific reason for the decision that doesn't risk legal issues
7. Positive Note: Recognition of the candidate's qualifications or strengths
8. Closing and Signature: Professional closing, including sender's name and position
1. Interview Appreciation: Additional paragraph thanking the candidate for attending interviews, if applicable
2. Future Opportunities: Invitation to apply for future positions if the candidate made a positive impression
3. Feedback Offer: Offer to provide specific feedback, if company policy allows
4. Alternative Position Suggestion: Suggestion of other suitable positions within the company, if available
5. Data Retention Notice: Information about how the candidate's data will be handled, particularly relevant under GDPR
6. Constructive Feedback: Brief, constructive feedback if specifically requested and approved by HR
1. Privacy Notice: Optional attachment explaining how the candidate's personal data will be handled and stored
2. Available Positions List: Optional attachment listing other current openings if suggesting alternative positions
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