The We Regret To Inform You Letter is a crucial document in the Danish recruitment process, used when an organization needs to formally communicate a negative hiring decision to job applicants. This document type is essential for maintaining professional relationships and protecting the organization's reputation while ensuring compliance with Danish employment law, anti-discrimination legislation, and GDPR requirements. It's typically used after completing the evaluation of job applications or following interviews, when a final decision has been made to not proceed with a candidate's application. The letter must balance professional courtesy with legal compliance, avoiding any statements that could be interpreted as discriminatory or that might create legal liability while maintaining clear communication about the decision.
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Key Requirements PROMPT example:
We Regret To Inform You Letter
I need a standard We Regret To Inform You Letter for rejecting 50 software developer candidates who didn't meet our technical requirements, ensuring GDPR compliance and including a note about retaining their details for future positions.
1. Recipient Details: Full name and contact information of the candidate
2. Reference Information: Position applied for and any relevant reference numbers or dates
3. Main Rejection Message: Clear but polite statement indicating the application was unsuccessful
4. Appreciation: Thank you message for the time and interest shown in the organization
5. Basic Reasoning: Brief, general explanation for the decision without going into specific details that could create legal issues
1. Specific Feedback: Used when constructive feedback can be provided safely and when it's appropriate to share specific reasons for the decision
2. Future Opportunities: Include when you want to keep the candidate in your talent pool and encourage them to apply for future positions
3. Alternative Positions: Used when there are other current openings that might suit the candidate's profile
4. Request for Feedback: Optional section asking for the candidate's feedback on the recruitment process
5. Retention Notice: Information about how long their application data will be kept, used when you want to retain their information for future positions
1. Contact Information Sheet: Optional appendix with HR department contact details for any follow-up questions
2. Privacy Notice: Details about how the candidate's personal data will be processed and stored, as required by GDPR
3. Current Openings List: Optional attachment listing other available positions, if alternative positions are being suggested
Authors
Relevant legal definitions
Clauses
Relevant Industries
Technology
Healthcare
Financial Services
Manufacturing
Retail
Education
Professional Services
Public Sector
Construction
Hospitality
Non-Profit
Transportation
Energy
Media and Entertainment
Telecommunications
Relevant Teams
Human Resources
Recruitment
Talent Acquisition
Personnel Management
People Operations
Human Capital
Workforce Management
Relevant Roles
HR Manager
Recruitment Specialist
Hiring Manager
HR Director
Talent Acquisition Manager
HR Business Partner
Department Manager
Team Leader
HR Coordinator
Recruitment Coordinator
HR Administrator
Chief Human Resources Officer
Personnel Manager
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