The Unsuccessful Letter is a critical business document used in Hong Kong to professionally communicate negative decisions to various stakeholders. It serves multiple purposes across different contexts, including job application rejections, tender bid responses, and proposal declinations. The document must comply with Hong Kong's legal framework, including the Personal Data (Privacy) Ordinance and various anti-discrimination laws. An Unsuccessful Letter typically contains the decision, a brief explanation, and appropriate professional courtesies while avoiding potential legal pitfalls. It's essential in maintaining professional relationships despite delivering negative news and may be required for record-keeping and compliance purposes in formal processes.
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1. Letter Header: Company letterhead, date, reference number, and recipient's contact details
2. Salutation: Appropriate greeting addressing the recipient
3. Reference Line: Clear reference to the relevant application/submission/proposal
4. Decision Statement: Clear and direct communication of the unsuccessful outcome
5. Appreciation: Thank the recipient for their time and interest
6. Brief Explanation: A concise, neutral explanation for the decision without detailing specific comparisons
7. Closing and Signature: Professional closing, signature block with sender's details and position
1. Future Opportunities: Include when appropriate to maintain good relations and encourage future applications
2. Feedback Section: When providing constructive feedback is appropriate and requested, particularly in employment contexts
3. Return of Materials: Include when physical materials or confidential documents need to be returned
4. Appeal Process: Include for formal tender processes or where organizational policy requires an appeals procedure
5. Alternative Suggestions: When appropriate to suggest alternative opportunities or departments that might be more suitable
1. Return Form: Optional form for returning submitted materials or documents
2. Feedback Form: Detailed feedback form when providing specific assessment feedback
3. Appeals Procedure: Document outlining the formal appeals process if applicable
Relevant legal definitions
Clauses
Relevant Industries
Financial Services
Professional Services
Technology
Manufacturing
Construction
Healthcare
Education
Retail
Government
Non-profit
Telecommunications
Real Estate
Hospitality
Legal Services
Consulting
Relevant Teams
Human Resources
Procurement
Legal
Administration
Compliance
Business Development
Operations
Executive Office
Corporate Communications
Recruitment
Tender Management
Contract Management
Relevant Roles
HR Manager
Recruitment Specialist
Procurement Manager
Tender Committee Chair
Legal Counsel
Department Director
Project Manager
Administrative Officer
Compliance Officer
Business Development Manager
Operations Manager
Executive Assistant
Chief Human Resources Officer
Hiring Manager
Contract Administrator
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