The Polite Rejection Letter is an essential business communication tool used in Danish recruitment processes to formally decline job applications. It serves multiple purposes: communicating the negative decision clearly and professionally, maintaining the organization's reputation, ensuring compliance with Danish employment laws and GDPR requirements, and potentially keeping doors open for future opportunities. The document should be tailored to reflect the stage of the recruitment process (initial application, post-interview, etc.) and may include constructive feedback or information about future opportunities when appropriate. This type of communication requires careful consideration of tone and content to balance professional courtesy with legal compliance in the Danish business environment.
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Key Requirements PROMPT example:
Polite Rejection Letter
I need a Polite Rejection Letter for a senior software developer candidate who reached the final interview stage but didn't quite have the technical expertise we need, though we'd like to keep in touch for future positions.
1. Date and Address Block: Current date and recipient's contact information
2. Greeting: Professional salutation using the candidate's name
3. Acknowledgment: Reference to their specific application and the position they applied for
4. Appreciation: Thank the candidate for their time and interest in the organization
5. Rejection Statement: Clear but gentle communication of the negative decision
6. Professional Closing: Well-wishes and signature block with sender's details
1. Feedback Section: Brief, constructive feedback about the application or interview, if appropriate and requested
2. Future Opportunities: Information about keeping their application on file or encouraging them to apply for future positions
3. Reason for Decision: A brief, diplomatic explanation of why another candidate was selected, if appropriate
4. Company Information: Brief information about following the company on social media or career pages for future opportunities
1. Application Return Form: Optional form for candidates to request the return of any physical application materials
2. Data Retention Notice: Information about how long their personal data will be kept and how it might be used, in compliance with GDPR
3. Feedback Form: Optional form for candidates to request detailed feedback about their application
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