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Employment Rejection Letter Template for Malaysia

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Key Requirements PROMPT example:

Employment Rejection Letter

"I need an Employment Rejection Letter in English for a software developer position in our Kuala Lumpur office, where the candidate went through three rounds of interviews but didn't have the required technical expertise; we want to keep them in our database for future junior positions."

Document background
The Employment Rejection Letter is a crucial business document used when an organization needs to formally communicate a negative hiring decision to job applicants in Malaysia. This document serves multiple purposes: it provides clear closure to candidates, maintains professional relationships, and ensures compliance with Malaysian employment laws and data protection requirements. The letter should be drafted in accordance with the Employment Act 1955 and Personal Data Protection Act 2010, while considering anti-discrimination provisions in the Federal Constitution. It typically includes acknowledgment of the application, a clear rejection statement, appreciation for the candidate's interest, and may include feedback or future opportunity information when appropriate. The document is essential for maintaining professional hiring practices and protecting the organization from potential legal issues while handling candidate rejections sensitively.
Suggested Sections

1. Date and Address Block: Current date and candidate's full contact information

2. Salutation: Professional greeting using the candidate's name

3. Acknowledgment: Thank the candidate for their interest and time spent in the application process

4. Decision Statement: Clear but polite communication of the rejection decision

5. Positive Feedback: Brief mention of the candidate's positive qualities or strengths

6. Closing Statement: Professional conclusion with good wishes for their future endeavors

7. Signature Block: Professional closing with sender's name, title, and company details

Optional Sections

1. Interview Appreciation: Include when the candidate participated in interviews to thank them for their time spent in meetings

2. Future Opportunities: Include when you want to keep the candidate in your talent pool for future positions

3. Specific Feedback: Include when company policy allows sharing specific reasons for rejection and when it might be helpful for the candidate

4. Alternative Position Suggestion: Include when there might be other suitable positions within the organization

5. Application Materials Handling: Include when you need to inform the candidate about retention or destruction of their application materials per PDPA requirements

Suggested Schedules

1. Company Contact Information: Optional attachment with HR department contact details if encouraging future applications

2. Privacy Notice: Optional attachment explaining how the candidate's personal data will be handled per PDPA requirements

Authors

Alex Denne

Head of Growth (Open Source Law) @ ºÚÁÏÊÓÆµ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions












Clauses











Relevant Industries

Technology

Manufacturing

Financial Services

Healthcare

Education

Retail

Professional Services

Construction

Hospitality

Energy

Telecommunications

Agriculture

Mining

Transportation

Real Estate

Non-Profit

Government

Media and Entertainment

Relevant Teams

Human Resources

Recruitment

Talent Acquisition

Personnel Management

Legal

Administration

Corporate Communications

Senior Management

Relevant Roles

Human Resources Manager

Hiring Manager

Recruitment Specialist

HR Director

Talent Acquisition Manager

HR Business Partner

Department Manager

Division Head

Chief Human Resources Officer

HR Administrator

Recruitment Coordinator

Personnel Manager

HR Executive

Chief Executive Officer

Managing Director

Industries






Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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