The We Regret To Inform You Letter is a crucial document in the German recruitment process, used to formally communicate a negative hiring decision to job applicants. It must be drafted in accordance with German legal requirements, particularly the General Equal Treatment Act (AGG) and GDPR/DSGVO, to avoid discrimination claims and ensure proper data protection. The letter typically includes acknowledgment of the application, the rejection decision, optional feedback, and information about handling personal data. In the German business context, such letters must maintain a professional and respectful tone while providing clear communication about the decision. The document serves both as a communication tool and a legal record of the recruitment process.
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1. Company Letterhead: Complete company information including legal entity name, address, and registration details as required by German Commercial Code
2. Date and Reference: Current date and any relevant reference numbers for the application
3. Recipient Details: Full name and address of the applicant
4. Subject Line: Clear reference to the application and position applied for
5. Acknowledgment: Thank the candidate for their application and interest in the company
6. Decision Communication: Clear but tactful communication of the negative decision
7. Professional Closing: Formal closing including signature block with name and title of the sender
1. Specific Feedback: Optional constructive feedback about the application, used when there were specific qualifiable reasons for rejection and when maintaining a relationship with the candidate is desired
2. Future Opportunities: Invitation to apply for future positions, used when the candidate showed promise but wasn't right for this specific role
3. Application Documents Return: Information about returning or destroying application documents, used when physical documents were submitted
4. Data Protection Notice: Information about handling of personal data, used when the company wishes to retain the application for future consideration
1. Application Documents List: Optional list of documents received from the applicant that are being returned or destroyed
2. Data Privacy Statement: Optional detailed statement about the handling and retention of the applicant's personal data
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