This Unsuccessful Job Application template is designed for use in Hong Kong when organizations need to formally communicate a negative outcome to job applicants. It ensures compliance with Hong Kong's employment legislation, including the Personal Data (Privacy) Ordinance and anti-discrimination laws. The document should be used after completing the recruitment process and making a final decision not to proceed with a candidate's application. It includes carefully worded statements to maintain professional relationships while protecting the organization from potential legal challenges. The template can be customized based on whether the candidate participated in interviews and whether specific feedback is appropriate under company policy.
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1. Letterhead and Date: Organization's official letterhead including company details and current date
2. Recipient Details: Candidate's name and contact information
3. Reference Line: Job reference number and position title applied for
4. Acknowledgment: Thank the candidate for their application and time invested in the process
5. Decision Communication: Clear but tactful communication of the unsuccessful outcome
6. Generic Positive Feedback: Brief positive comment about their application/interview without being specific
7. Future Applications Statement: Standard statement about welcoming applications for future positions if applicable
8. Closing: Professional closing with best wishes for future endeavors
9. Signature Block: Name and title of the sender
1. Interview Appreciation: Additional acknowledgment if the candidate attended interviews - only included if interviews took place
2. Specific Feedback: Brief constructive feedback if company policy allows and appropriate
3. Alternative Position Suggestion: Suggestion of other suitable positions within the organization if available
4. Application Retention Notice: Information about retention of application details in talent database - include if organization has such a policy
5. Data Privacy Statement: Statement about handling of personal data - include if not previously communicated
1. Return of Documents: List of original documents being returned to the candidate, if any were physically submitted
2. Data Privacy Notice: Detailed privacy notice regarding handling of candidate data - attach if required by organization policy or not previously provided
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