The Job Refusal Letter is a critical business communication document used in the Hong Kong employment context to formally decline job applications. It serves multiple purposes: delivering a clear decision to candidates, maintaining professional relationships, protecting the company from potential legal issues, and ensuring compliance with Hong Kong's employment and privacy laws. The document should be drafted with consideration of the Employment Ordinance, Personal Data (Privacy) Ordinance, and various anti-discrimination ordinances. A well-crafted Job Refusal Letter helps maintain the company's reputation in the job market while providing closure to candidates in a professional and considerate manner.
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1. Date and Contact Information: Current date and recipient's complete contact details
2. Salutation: Professional greeting addressing the candidate by name
3. Acknowledgment: Thank the candidate for their time and interest in the position
4. Rejection Statement: Clear but tactful communication of the decision
5. Positive Feedback: Brief mention of the candidate's strengths or positive qualities noted during the process
6. Closing: Professional conclusion with well-wishes and signature block
1. Future Opportunities: Include when you want to keep the candidate in your talent pool for future positions
2. Specific Feedback: When appropriate and requested, provide constructive feedback about why the candidate wasn't selected
3. Alternative Positions: Include when there are other current openings that might suit the candidate
4. Request for Feedback: When the organization wants feedback about the recruitment process
5. Data Retention Notice: Information about how long the candidate's data will be kept and for what purpose, particularly important under Hong Kong's Personal Data (Privacy) Ordinance
1. Privacy Policy Reference: Optional attachment referring to the company's privacy policy regarding candidate data handling
2. Talent Pool Consent Form: If applicable, a form for the candidate to consent to keeping their information for future opportunities
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