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Key Requirements PROMPT example:
Unsuccessful Letter
"I need to generate an Unsuccessful Letter for rejecting 50 job applicants who applied for our graduate trainee position in Hong Kong, with the ability to personalize each letter while maintaining consistent messaging and including a section about potential future opportunities in March 2025."
The Unsuccessful Letter is a critical business document used in Hong Kong to professionally communicate negative decisions to various stakeholders. It serves multiple purposes across different contexts, including job application rejections, tender bid responses, and proposal declinations. The document must comply with Hong Kong's legal framework, including the Personal Data (Privacy) Ordinance and various anti-discrimination laws. An Unsuccessful Letter typically contains the decision, a brief explanation, and appropriate professional courtesies while avoiding potential legal pitfalls. It's essential in maintaining professional relationships despite delivering negative news and may be required for record-keeping and compliance purposes in formal processes.
Suggested Sections
1. Letter Header: Company letterhead, date, reference number, and recipient's contact details
2. Salutation: Appropriate greeting addressing the recipient
3. Reference Line: Clear reference to the relevant application/submission/proposal
4. Decision Statement: Clear and direct communication of the unsuccessful outcome
5. Appreciation: Thank the recipient for their time and interest
6. Brief Explanation: A concise, neutral explanation for the decision without detailing specific comparisons
7. Closing and Signature: Professional closing, signature block with sender's details and position
Optional Sections
1. Future Opportunities: Include when appropriate to maintain good relations and encourage future applications
2. Feedback Section: When providing constructive feedback is appropriate and requested, particularly in employment contexts
3. Return of Materials: Include when physical materials or confidential documents need to be returned
4. Appeal Process: Include for formal tender processes or where organizational policy requires an appeals procedure
5. Alternative Suggestions: When appropriate to suggest alternative opportunities or departments that might be more suitable
Suggested Schedules
1. Return Form: Optional form for returning submitted materials or documents
2. Feedback Form: Detailed feedback form when providing specific assessment feedback
3. Appeals Procedure: Document outlining the formal appeals process if applicable
Authors
Alex Denne
Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author
Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks, Â Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination, Â Severance Pay, Governing Law, Entire Agreemen
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