The Employment Rejection letter is a crucial document in the Hong Kong recruitment process, serving as the formal communication of a negative hiring decision to job applicants. This document must be drafted in compliance with Hong Kong's employment and privacy laws, including the Employment Ordinance, anti-discrimination legislation, and the Personal Data (Privacy) Ordinance. It is typically used following the completion of the recruitment process, whether after initial application review or following interviews. The document should maintain professionalism while minimizing legal risks, particularly regarding discrimination claims. It may also include provisions for data retention and potential future opportunities, depending on the organization's policies and interest in the candidate.
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1. Addressee Details: Full name and address of the candidate
2. Reference Line: Job reference number and/or position applied for
3. Acknowledgment: Thank the candidate for their application and time spent in the process
4. Decision Communication: Clear but tactful communication of the rejection decision
5. Professional Closing: Concluding paragraph with well-wishes and signature block
1. Interview Appreciation: Additional acknowledgment paragraph if the candidate attended interviews
2. Specific Feedback: Brief, constructive feedback if company policy allows and appropriate
3. Future Opportunities: Invitation to apply for future positions if the candidate was impressive
4. Talent Pool Consent: Request to keep candidate's details for future opportunities, including PDPO compliance statement
5. Reason for Decision: Very general, non-specific explanation if appropriate and legally safe to provide
1. Data Privacy Notice: Optional attachment explaining how the candidate's personal data will be handled/retained/deleted
2. Future Opportunities Overview: Optional attachment with information about upcoming positions or departments of potential interest
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Financial Services
Technology
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Transportation
Real Estate
Media and Entertainment
Energy
Telecommunications
Non-Profit
Relevant Teams
Human Resources
Legal
Recruitment
Talent Acquisition
People Operations
Employee Relations
HR Operations
Hiring Department
Relevant Roles
Human Resources Director
HR Manager
Recruitment Manager
Talent Acquisition Specialist
HR Business Partner
Hiring Manager
Department Head
Legal Counsel
HR Administrator
Recruitment Coordinator
HR Operations Manager
Chief Human Resources Officer
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