The Email Rejection After Job Interview template is designed for use in the Danish market when employers need to formally communicate a negative hiring decision to candidates who have completed the interview process. This document type is essential for maintaining professional standards in recruitment processes while ensuring compliance with Danish employment legislation, including anti-discrimination laws and data protection requirements. The email should be used after any face-to-face or virtual interview process where a decision has been made to not proceed with the candidate's application. It typically includes appreciation for the candidate's time, clear communication of the decision, and may include constructive feedback when appropriate. The document must be carefully crafted to avoid any discriminatory language while maintaining professional courtesy and protecting the organization from potential legal challenges under Danish employment law.
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Key Requirements PROMPT example:
Email Rejection After Job Interview
1. Greeting and Candidate Reference: Professional salutation including the candidate's name and reference to the specific position they interviewed for
2. Appreciation: Thank the candidate for their time and interest in the position, specifically mentioning the interview
3. Decision Communication: Clear but diplomatic communication of the negative decision
4. Brief Explanation: A general, non-discriminatory explanation for the decision, focusing on positive aspects of the successful candidate rather than the rejected candidate's shortcomings
5. Positive Feedback: Specific positive aspects noted during the interview process, maintaining candidate's dignity
6. Future Opportunities: If applicable, encouragement to apply for future positions
7. Closing: Professional closing with good wishes for their future endeavors
8. Signature Block: Include name, title, and company details
1. Specific Feedback Section: Detailed feedback about the candidate's interview performance or qualifications, only if company policy allows and feedback is constructive
2. Alternative Positions: Information about other current openings that might suit the candidate's profile, if available
3. Request for Feedback: Invitation for the candidate to provide feedback about the interview process, if this is part of the company's recruitment practice
4. Data Retention Notice: Information about how the candidate's data will be handled/retained, particularly important if you want to keep their details for future opportunities
5. Appeals Process: For public sector positions or where required by internal policy, information about how to appeal the decision
1. Interview Feedback Form: Optional attachment providing detailed feedback, if company policy allows and candidate has requested it
2. Privacy Notice: If not previously provided, details about how the candidate's personal data will be processed in accordance with GDPR
3. Current Vacancy List: If referring to other positions, an optional attachment listing current relevant openings
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