The Job Rejection Letter is an essential business document used in South African employment practices when communicating negative hiring decisions to job applicants. It serves multiple purposes: formally documenting the decision, maintaining professional relationships, and ensuring legal compliance with South African labor laws, including the Employment Equity Act and POPIA. The document should be used after completing the recruitment process and making a final hiring decision. It typically includes acknowledgment of the application, a clear communication of the decision, and may optionally include constructive feedback or information about future opportunities. The timing of sending this letter is important - it should be sent promptly after the decision is made to maintain professional courtesy and allow candidates to pursue other opportunities.
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1. Company Letterhead and Date: Official company letterhead including company details, logo, and current date
2. Recipient Details: Candidate's full name and contact details
3. Reference Line: Reference to the position applied for and when the interview took place (if applicable)
4. Greeting: Professional salutation addressing the candidate by name
5. Acknowledgment: Thank the candidate for their time and interest in the position
6. Decision Communication: Clear but polite communication of the rejection decision
7. Signature Block: Professional closing with name, title, and contact information of the sender
1. Constructive Feedback: Brief, constructive feedback about the candidate's application or interview, when appropriate and when it can be provided without legal risk
2. Future Opportunities: Invitation to apply for future positions if the candidate made a positive impression
3. Alternative Positions: Suggestion of other current openings that might be suitable for the candidate
4. Retention of CV: Request to keep the candidate's CV on file for future opportunities, if company policy allows
5. Reason for Decision: A brief, carefully worded explanation of why another candidate was selected, only if it can be stated objectively and without risk
1. Contact Information Sheet: Optional attachment with HR department or recruiter contact details for any follow-up questions
2. Current Vacancy List: Optional attachment listing other open positions in the company, if suggesting alternative positions
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