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A Rejection Letter formally communicates a negative decision to someone who applied for something - like a job, loan, or business proposal. It's a crucial business document that helps organisations maintain professional relationships while clearly stating their "no" decision to applicants.

Under NZ employment law, while rejection letters aren't legally required, they're considered best practice for fair hiring processes. Good rejection letters protect companies from potential discrimination claims by documenting clear, legitimate reasons for declining applications. They also help maintain your organisation's reputation and keep the door open for future opportunities with promising candidates.

Send a Rejection Letter promptly after making your final hiring decision. This professional courtesy helps job applicants move forward with their search and maintains your company's reputation in NZ's competitive job market. It's especially important when dealing with candidates who invested significant time in multiple interviews or assessments.

Use Rejection Letters for all unsuccessful applications - from entry-level positions to executive roles. For internal candidates, deliver the news in person first, then follow up with a formal letter. This approach helps manage workplace relationships and reduces the risk of grievance claims under the Employment Relations Act.

• Rejection Letter After Interview: Detailed feedback for candidates who completed interviews, emphasizing specific qualifications or experience gaps
• Letter For Unsuccessful Applicants: Brief response for initial application stage rejections, often used for high-volume recruitment
• Business Proposal Rejection Letter: Professional decline of business partnerships or vendor proposals, focusing on commercial reasons
• Polite Rejection Letter: Gentle letdown for internal candidates or close business relationships, maintaining positive connections
• Interview Failed Thank You Letter: Encouraging response for promising candidates who might suit future roles

• HR Managers: Draft and send most rejection letters, ensuring consistent messaging and compliance with employment laws
• Hiring Managers: Review and approve rejection content, often providing specific feedback about candidate fit
• Legal Teams: Review templates and guide wording to minimize discrimination risks under NZ employment legislation
• Business Leaders: Sign rejection letters for senior positions or significant business proposals
• Recruitment Agencies: Communicate rejections on behalf of client companies, maintaining professional relationships
• Job Applicants: Receive these letters as formal notification of unsuccessful applications, with potential feedback for future opportunities

• Basic Details: Gather candidate's name, position applied for, and application date for accurate reference
• Decision Rationale: Document specific, non-discriminatory reasons for rejection that align with NZ employment law
• Hiring Records: Review interview notes and assessment criteria to provide constructive, relevant feedback
• Template Selection: Choose appropriate rejection letter format based on application stage and relationship
• Tone Check: Ensure language is professional, empathetic, and free from potentially discriminatory statements
• Future Options: Note if candidate should be considered for other roles or encouraged to reapply
• Internal Approval: Get sign-off from hiring manager before sending to maintain consistent messaging

• Clear Decision Statement: Direct but polite communication of the rejection, avoiding ambiguous language
• Position Reference: Specific role title and any relevant reference numbers from the application
• Non-discriminatory Explanation: Brief, objective reason aligned with Human Rights Act requirements
• Privacy Statement: Information about candidate data retention under NZ Privacy Act 2020
• Future Applications: Optional statement about reapplication timeframes or other opportunities
• Contact Details: Company representative's name, title, and contact information
• Company Information: Official letterhead with registered business details
• Date: Clear documentation of when the decision was communicated

A Rejection Letter differs significantly from an Employment Offer Letter, though both play crucial roles in the hiring process. Understanding these differences helps employers maintain clear communication and legal compliance.

• Legal Implications: Rejection Letters don't create contractual obligations, while Employment Offer Letters establish binding employment terms under NZ law
• Content Detail: Rejection Letters are brief and focus on declining gracefully, whereas Offer Letters contain specific terms, conditions, and employment details
• Timing and Purpose: Rejection Letters close the recruitment process, while Offer Letters initiate an employment relationship
• Record Keeping: Offer Letters require careful archiving as employment contract evidence; Rejection Letters mainly serve as documentation of fair hiring practices
• Future Obligations: Offer Letters create ongoing responsibilities for both parties; Rejection Letters typically end the relationship unless future opportunities are mentioned