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The With Regret Letter is an essential business communication tool used in the New Zealand employment context to formally notify candidates of their unsuccessful job application. This document type is typically employed following a recruitment process, whether after initial application review or following interviews and assessments. The letter must be drafted in compliance with New Zealand legislation, including the Human Rights Act 1993, Privacy Act 2020, and Fair Trading Act 1986. It should maintain professionalism while showing consideration for the candidate's effort and time, potentially including constructive feedback when appropriate, and sometimes maintaining the possibility of future opportunities. The With Regret Letter serves both as a formal communication and a legal record of the recruitment decision.

1. Recipient Details: Full name and contact details of the candidate

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

3. Acknowledgment: Thank the candidate for their time and interest in the position

4. Decision Communication: Clear but diplomatic communication of the negative outcome

5. Positive Feedback: Brief positive comment about the candidate's application or interview

6. Professional Closing: Standard professional closing with contact details of the sender