The Regret Letter is a crucial document in the recruitment process under Maltese jurisdiction, used when informing candidates about unsuccessful job applications. It must align with Malta's Employment and Industrial Relations Act, equality legislation, and EU data protection requirements (GDPR). The document serves multiple purposes: it provides clear communication about the hiring decision, maintains professional relationships, protects the organization from potential legal challenges, and ensures compliance with data protection obligations. A well-crafted Regret Letter is essential for maintaining the organization's reputation and managing candidate relationships while meeting all legal and regulatory requirements in Malta.
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1. Letter Header: Company letterhead, date, recipient's name and address
2. Salutation: Professional greeting using the candidate's name
3. Acknowledgment: Thank the candidate for their time and interest in the position
4. Decision Communication: Clear but tactful communication of the rejection decision
5. Positive Feedback: Brief positive comment about the candidate's qualifications or interview
6. Closing: Professional closing with well-wishes and signature block
1. Specific Feedback: Brief explanation of the decision if appropriate and if it won't create legal exposure
2. Future Opportunities: Invitation to apply for future positions if the candidate was strong
3. Alternative Position: Suggestion of another open position if applicable
4. Data Retention Notice: Information about how the candidate's data will be handled, particularly important under GDPR
5. Appeals Process: Information about appeals process if required by internal policies or for certain position types
1. Data Privacy Notice: Detailed information about how the candidate's personal data will be retained or deleted
2. Candidate Feedback Form: Optional form for candidates to provide feedback on the recruitment process
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