The Application Denial Letter is a crucial document in Saudi Arabia's recruitment process, used when an organization needs to formally communicate the rejection of a job application. This document must be drafted in accordance with Saudi Labor Law, particularly Royal Decree No. M/51, and should consider Saudization (Nitaqat) requirements where applicable. The letter serves multiple purposes: it provides closure to the application process, maintains professional relationships, and creates a record of the decision-making process. The document typically includes the application details, a professional acknowledgment of the candidate's interest, a clear statement of the decision, and appropriate closing remarks. When drafting an Application Denial Letter, organizations must ensure compliance with anti-discrimination laws and data protection regulations while maintaining clarity and professionalism in communication.
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Key Requirements PROMPT example:
Application Denial Letter
"I need to draft an Application Denial Letter for a promising candidate who wasn't selected for our current Software Engineer position but might be suitable for future roles in our Saudi Arabia office; please include language about keeping their application on file until March 2025."
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1. Letter Header: Company letterhead, date, reference number, and formal addressing of the recipient
2. Recipient Details: Full name and contact information of the applicant
3. Subject Line: Clear indication that this is regarding their application and the position applied for
4. Acknowledgment: Thanking the applicant for their interest and time invested in the application process
5. Decision Statement: Clear and direct communication of the denial decision
6. Brief Explanation: General, non-discriminatory reason for the decision that aligns with Saudi labor laws
7. Closing Statement: Professional conclusion wishing the candidate success in their future endeavors
8. Signature Block: Name, title, and signature of the authorized representative
1. Interview Reference: Include when the applicant participated in interviews, acknowledging their participation in the interview process
2. Future Opportunities: Include when the company wishes to maintain contact for potential future positions
3. Feedback Summary: Include when company policy allows sharing general feedback and areas for improvement
4. Application Retention Notice: Include when the company wishes to retain the application for future consideration or needs to comply with specific data retention policies
5. Appeal Process: Include when the organization has a formal appeal process or when required by internal policies
1. Interview Feedback Form: Optional attachment providing structured feedback if company policy allows and applicant requested
2. Application Processing Privacy Notice: Document explaining how the applicant's personal data will be handled post-rejection as per Saudi PDPL requirements
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Relevant Teams
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HR Director
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HR Business Partner
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Compliance Officer
Department Manager
HR Administrator
Hiring Manager
HR Coordinator
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