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A Polite Rejection Letter is a crucial business communication tool used in New Zealand's professional environment to formally decline applications, proposals, or requests while maintaining professional relationships and goodwill. The document is particularly relevant in situations involving job applications, business proposals, vendor selections, or partnership requests. It must comply with New Zealand's legal framework, including the Privacy Act 2020, Human Rights Act 1993, and Fair Trading Act 1986. The Polite Rejection Letter should be written to balance clarity and sensitivity, providing necessary information while maintaining professional courtesy. It's designed to close the communication loop professionally while potentially leaving the door open for future opportunities when appropriate.

1. Date and Address Block: Current date and recipient's contact details including name, title, and address

2. Salutation: Professional greeting using the recipient's name or appropriate title

3. Acknowledgment: Thank the recipient for their time, application, or proposal

4. Main Message: Clear but gentle communication of the rejection decision

5. Positive Feedback: Specific positive aspects about their application or submission

6. Closing: Professional conclusion with good wishes for future endeavors

7. Signature Block: Sender's name, title, and contact information