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The Turn Down Letter is an essential document in the German recruitment process, used when an organization needs to formally communicate a negative hiring decision to a job applicant. It must be drafted in accordance with German labor laws, particularly the Allgemeines Gleichbehandlungsgesetz (AGG) and GDPR requirements. The document serves multiple purposes: it provides clear communication to the candidate, maintains professional relationships, ensures legal compliance, and protects the organization from potential discrimination claims. The letter should be sent promptly after the decision is made and must include specific elements such as the decision, a general reason (if provided), and information about personal data handling. It's particularly important in the German business environment, where formal written communication is highly valued and legal requirements for recruitment processes are strictly enforced.

1. Recipient Details: Full name and address of the candidate

2. Reference Line: Job reference number, position title, and date of application

3. Salutation: Formal greeting using the candidate's name

4. Acknowledgment: Thank the candidate for their application and time invested

5. Main Message: Clear but tactful communication of the negative decision

6. Brief Explanation: Generic, non-discriminatory reason for the decision

7. Future Opportunities: Statement about keeping application on file (if applicable) or encouraging future applications

8. Closing: Professional conclusion with good wishes

9. Signature Block: Company representative's name, title, and signature