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The Regret Letter is an essential business document used in Hong Kong's recruitment process to formally communicate a negative hiring decision to job applicants. It serves multiple purposes: providing closure to candidates, maintaining professional relationships, and ensuring legal compliance with Hong Kong's employment and privacy laws. This document becomes necessary after the completion of any stage in the recruitment process where a decision is made not to proceed with a candidate's application, whether after initial application review, interviews, or assessments. The letter must be carefully crafted to balance professional courtesy with legal requirements, including compliance with the Personal Data (Privacy) Ordinance and anti-discrimination legislation. A well-drafted Regret Letter helps protect the organization from potential legal issues while maintaining its reputation as a professional and considerate employer in the Hong Kong market.

1. Letter Header: Company letterhead, date, and candidate's contact information

2. Greeting: Professional salutation addressing the candidate by name

3. Acknowledgment: Thank the candidate for their interest and time spent in the application process

4. Rejection Message: Clear but gentle communication of the negative decision

5. Positive Feedback: Brief recognition of the candidate's qualifications or strengths

6. Closing: Professional sign-off with contact details of the sender