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A Rejection Letter is a formal written response that tells a job applicant they haven't been selected for a position. In Denmark, these letters play an important role in maintaining transparent hiring practices and following the Danish Employment Contracts Act (Ansættelsesbevisloven), which promotes fair treatment of job seekers.

Danish employers typically send Rejection Letters (afslag på ansøgning) to keep good relationships with candidates and protect their company's reputation. The best letters thank applicants for their time, briefly explain the decision, and sometimes offer constructive feedback - a practice encouraged by Danish labor unions and business associations to support professional development and maintain an inclusive job market.

Send a Rejection Letter promptly after deciding not to move forward with a job candidate in your Danish hiring process. This becomes especially important when you've interviewed the candidate or had multiple interactions - Danish employment norms and professional courtesy call for clear communication about hiring decisions.

Under Danish labor practices, use Rejection Letters for all applicants who submitted formal applications, not just finalists. Time these communications carefully - waiting too long can damage your employer brand and potentially expose your organization to complaints about unfair hiring practices. For internal candidates or those referred by current employees, delivering the news through both written and verbal channels helps maintain workplace relationships.

• Job Rejection Letter: Standard format for external candidates, focusing on professional courtesy and basic feedback
• Polite Rejection Letter: Enhanced version with detailed appreciation and encouragement, ideal for promising candidates
• Rejection Letter For Internal Candidate: Carefully worded format addressing career development and future opportunities within the company
• Thank You Letter After Interview Rejection: Candidate's response to maintain professional networks and future possibilities
• Email To Decline Job Offer After Accepting: Formal withdrawal from an accepted position, maintaining professionalism

• HR Managers and Recruiters: Primary drafters of Rejection Letters, responsible for maintaining professional tone and legal compliance
• Department Heads: Often review and approve letters for positions within their teams, especially for senior roles or internal candidates
• Job Applicants: Recipients who receive formal notification about their application status, protected by Danish employment laws
• Legal Department: Reviews template language to ensure alignment with Danish labor regulations and anti-discrimination laws
• Hiring Companies: Bear ultimate responsibility for fair hiring practices and maintaining documentation of recruitment decisions
• Labor Unions: Monitor rejection practices to ensure fair treatment of their members in hiring processes

• Candidate Details: Gather accurate name, position applied for, and interview dates for personalization
• Decision Records: Document clear reasons for non-selection, focusing on qualifications and experience
• Timing Check: Ensure prompt delivery after decision-making, ideally within 1-2 business days
• Template Selection: Choose appropriate format based on candidate relationship (external/internal) and interaction level
• Legal Review: Verify compliance with Danish anti-discrimination laws and employment regulations
• Tone Assessment: Keep language professional, constructive, and encouraging for future opportunities
• Documentation: Save copies for HR records to demonstrate fair hiring practices

• Basic Information: Company letterhead, date, candidate's name, and position applied for
• Clear Decision Statement: Direct but polite notification of non-selection, avoiding discriminatory language
• Reason Section: Brief, objective explanation focusing on qualifications or experience gaps
• Data Protection Notice: Statement about handling personal information per Danish GDPR requirements
• Future Applications: Optional invitation to apply for future positions, if appropriate
• Contact Details: Company representative's name, title, and signature
• Record Retention: Internal note on keeping application materials as required by Danish employment law

While both documents relate to employment communications, a Rejection Letter differs significantly from an Employment Offer Letter. Understanding these differences helps ensure appropriate and legally compliant communication in Danish hiring processes.

• Purpose and Timing: Rejection Letters close the hiring process and maintain goodwill, while Employment Offer Letters initiate an employment relationship and outline terms
• Legal Implications: Rejection Letters carry minimal legal obligations beyond anti-discrimination compliance, whereas Offer Letters can create binding contractual commitments under Danish law
• Content Requirements: Rejection Letters focus on brief, courteous communication of non-selection, while Offer Letters must detail specific employment terms, compensation, and working conditions
• Record-Keeping: Rejection Letters require basic retention for discrimination defense, but Offer Letters need thorough documentation as part of employment contracts