This document serves as a standardized template for the "Inform Candidate Not Selected" communication, specifically designed for use in the Malaysian business environment. It is utilized when organizations need to formally notify job applicants that they have not been selected for a position, following the completion of the recruitment process. The template ensures compliance with Malaysian employment legislation, including the Employment Act 1955 and Personal Data Protection Act 2010, while maintaining professional standards and protecting both employer and candidate interests. It includes provisions for proper handling of personal data, non-discriminatory language, and appropriate professional courtesy, making it suitable for use across various industries and position levels within the Malaysian jurisdiction.
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1. Letterhead and Date: Company letterhead with complete contact information and current date
2. Recipient Details: Candidate's name and contact information
3. Reference Line: Job position applied for and any relevant reference numbers
4. Acknowledgment: Thank the candidate for their interest and time invested in the application process
5. Decision Notice: Clear but tactful communication of the rejection decision
6. Closing: Professional closing with well-wishes and signature block
1. Interview Appreciation: Additional paragraph thanking candidate for attending interviews, if interviews were conducted
2. Future Opportunities: Paragraph indicating possibility of considering candidate for future positions, if appropriate
3. Feedback Overview: Brief, constructive feedback if company policy allows and if it can be provided without legal risk
4. Application Retention Notice: Information about retention of application details in company database, if applicable under data protection policy
1. Data Protection Notice: Optional attachment explaining how candidate's personal data will be handled post-rejection as per PDPA 2010
2. Future Opportunities Brief: Optional attachment with information about other open positions or future opportunities if company wishes to maintain candidate engagement
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