The Job Refusal Letter is an essential document in the Dutch 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 Dutch employment legislation, particularly the Equal Treatment Act (AWGB) and GDPR, avoiding any discriminatory language while protecting the candidate's privacy rights. The letter serves multiple purposes: it provides closure to candidates, maintains professional relationships, protects the company legally by documenting the decision, and optionally offers constructive feedback or keeps doors open for future opportunities. In the Netherlands, while there's no legal requirement to provide written rejection notices, it's considered best practice and contributes to a positive employer brand.
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1. Header Information: Company letterhead, date, and recipient's contact details
2. Greeting: Professional salutation addressing the candidate by name
3. Application Reference: Specific reference to the position applied for and when the application was received
4. Appreciation: Thank the candidate for their time and interest in the position
5. Decision Communication: Clear but polite communication of the negative decision
6. Professional Closing: Formal sign-off with sender's name and position
1. Reason for Decision: Brief, constructive explanation for why the candidate wasn't selected, used when appropriate feedback can be provided without legal risk
2. Future Opportunities: Invitation to apply for future positions, used when the candidate made a positive impression
3. Feedback Offer: Offer to provide more detailed feedback, used when company policy allows and feedback would be constructive
4. Talent Pool: Request to keep candidate's details for future opportunities, used when candidate shows potential for other roles
5. Alternative Positions: Information about other current openings that might suit the candidate, used when relevant positions are available
1. Privacy Notice: Optional attachment explaining how the candidate's data will be stored and processed in accordance with GDPR
2. Company Information: Optional attachment with general information about the company and future recruitment plans
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