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A Rejection Letter is a formal written response that tells someone their application, proposal, or request has been declined. In Dutch business and legal settings, these letters play an important role in maintaining professional relationships and protecting organizations from potential disputes.

Under Dutch employment law, well-crafted rejection letters help companies demonstrate fair hiring practices and avoid discrimination claims. They typically explain the decision briefly, thank the candidate for their time, and may offer constructive feedback. Many Dutch employers keep copies of rejection letters for their records to comply with privacy regulations (AVG) and equal treatment legislation.

Send a Rejection Letter promptly after deciding not to move forward with a job candidate, business proposal, or contract bid in the Netherlands. This professional courtesy helps maintain positive relationships and protects your organization from potential legal challenges under Dutch labor and anti-discrimination laws.

The timing matters - Dutch employment regulations expect clear communication within a reasonable period. For job applications especially, sending a Rejection Letter within 5-10 business days shows respect and helps meet privacy requirements under the AVG. It's particularly important when dealing with internal candidates or after conducting interviews.

• Regret Letter After Interview: Used after conducting interviews, focusing on personal interaction and feedback
• Denial Letter For Job: Brief response for initial application stages, often automated for high-volume recruiting
• Decline Job Offer After Signing Contract: Formal withdrawal from a signed agreement, addressing legal obligations
• Job Refusal Letter From Employer: Detailed explanation for advanced-stage candidates, including specific reasons
• Rejection Letter For Vendor: Business-focused communication declining supplier proposals or bids

• HR Managers: Draft and send most Rejection Letters for job applications, ensuring compliance with Dutch labor laws and maintaining documentation
• Procurement Officers: Write vendor rejection communications following tender processes and contract negotiations
• Legal Teams: Review sensitive rejections, especially for senior positions or high-value contracts, to prevent discrimination claims
• Department Heads: Provide input on technical or role-specific reasons for rejection
• Recruitment Agencies: Handle rejections on behalf of client companies, maintaining professional standards and privacy requirements
• Company Directors: Sign off on strategic rejections or those with potential legal implications

• Basic Details: Gather applicant's name, application date, and position/proposal they applied for
• Decision Records: Document specific reasons for rejection, ensuring they're factual and non-discriminatory under Dutch law
• Timeline Check: Note interview dates and correspondence history to maintain professional response times
• Language Review: Use clear, respectful Dutch or English wording that avoids legal liability
• Privacy Compliance: Ensure content meets AVG requirements for personal data handling
• Documentation: Save a copy in your HR system, noting date sent and delivery method
• Template Selection: Choose the right format from our platform's legally-verified templates for your specific situation

• Official Letterhead: Company details including KvK number and registered address
• Date and Reference: Clear timeline showing prompt response within reasonable timeframe
• Recipient Details: Full name and contact information as provided in application
• Clear Decision: Direct statement of rejection in professional, respectful language
• Brief Explanation: Non-discriminatory reason aligned with Dutch equal treatment laws
• Data Retention Notice: Information about handling personal data under AVG guidelines
• Contact Details: Name and position of sender with authority to make decision
• Optional Elements: Future opportunities clause, feedback offer, or appreciation note

A Rejection Letter differs significantly from an Acceptance Letter in both purpose and legal implications within Dutch business practices. While they're often considered opposites in the hiring process, their requirements and consequences vary considerably under Dutch employment law.

• Legal Obligations: Rejection Letters must carefully avoid discriminatory language and maintain privacy under AVG, while Acceptance Letters focus on establishing employment terms and conditions
• Documentation Requirements: Rejection Letters need minimal detail to reduce legal exposure, whereas Acceptance Letters require comprehensive terms, benefits, and start dates
• Timing Impact: Rejection Letters should be sent promptly to close the process, while Acceptance Letters often initiate a negotiation period
• Record Keeping: Rejection Letters typically require shorter retention periods under Dutch privacy laws, but Acceptance Letters become part of permanent employment records