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The Letter To Candidate Not Selected is a critical business document used in the Hong Kong employment context to formally communicate a negative hiring decision to job applicants. It must be drafted in compliance with Hong Kong's Personal Data (Privacy) Ordinance and various anti-discrimination ordinances, while maintaining professional courtesy and protecting the organization from potential legal challenges. The document typically includes acknowledgment of the candidate's application, a clear but diplomatic communication of the decision, and appropriate data retention notices. It serves multiple purposes: providing closure to the candidate, maintaining professional relationships, protecting the organization's reputation, and ensuring legal compliance in the hiring process.

1. Letter Header: Company letterhead, date, reference number if applicable, and candidate's contact details

2. Salutation: Professional greeting using the candidate's name

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

4. Decision Communication: Clear but diplomatic statement that the candidate has not been selected

5. Professional Courtesy: Brief explanation that other candidates' qualifications more closely matched the requirements, without providing specific details

6. Closing Statement: Professional closing wishing the candidate success in their future endeavors

7. Signature Block: Name, title, and signature of the hiring manager or HR representative