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The Official Regret Letter is a crucial business document used in Malta's corporate environment to formally communicate negative hiring decisions to job applicants. This document type must comply with Malta's comprehensive legal framework, including the Employment and Industrial Relations Act, Data Protection Act, and various anti-discrimination laws. The Official Regret Letter serves multiple purposes: it provides clear communication to the candidate, maintains professional relationships, protects the organization legally, and documents the recruitment process. The letter should be crafted to balance professional courtesy with legal compliance, avoiding any statements that could be construed as discriminatory or that might expose the organization to legal challenges. It's particularly important in Malta's business environment where maintaining professional relationships is crucial due to the close-knit business community.

1. Letterhead and Date: Official company letterhead with full contact details and current date

2. Recipient Details: Candidate's full name and contact information

3. Reference Line: Position applied for and any relevant reference numbers

4. Acknowledgment: Thank the candidate for their interest and time invested in the application process

5. Decision Communication: Clear but diplomatic communication of the negative decision

6. Brief Explanation: General, non-specific reason for the decision that avoids potential legal issues

7. Positive Note: Professional encouragement and wish for future success

8. Closing: Professional signature block with sender's name and position