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Decline Promotion Letter

Decline Promotion Letter Template for Australia

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Key Requirements PROMPT example:

Decline Promotion Letter

"I need a Decline Promotion Letter for a senior software engineer who applied for a technical lead position but lacks the required leadership experience; the letter should be diplomatic and include specific development suggestions for future opportunities."

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Document background
The Decline Promotion Letter is a crucial document in Australian workplace communications, used when an organization needs to formally inform an employee that they have not been selected for a promotion opportunity. This document must be carefully crafted to comply with Australian employment law, including the Fair Work Act 2009 and various anti-discrimination legislation. The letter serves multiple purposes: it documents the decision for legal and HR records, provides clear communication to the employee, and maintains professional relationships by offering constructive feedback and future development opportunities where appropriate. The content typically includes the decision, objective reasoning, and potential growth opportunities, while avoiding any potentially discriminatory language or unfair treatment that could violate Australian workplace laws.
Suggested Sections

1. Letter Header: Company letterhead, date, and formal business letter formatting

2. Recipient Details: Employee's full name, position title, and department

3. Formal Salutation: Professional greeting using the employee's name

4. Acknowledgment: Recognition of the promotion opportunity discussion/application

5. Decision Statement: Clear but diplomatic statement of the decline decision

6. Brief Rationale: Concise, objective explanation for the decision, focusing on professional factors

7. Future Opportunities: Positive statement about future career development and opportunities

8. Closing: Professional closing statement and signature block

Optional Sections

1. Alternative Positions: Suggested alternative roles or opportunities, used when there are immediate alternatives available

2. Development Plan: Outline of suggested areas for professional development, used when specific skill gaps influenced the decision

3. Appeal Process: Information about formal review processes, included if required by company policy

4. Meeting Invitation: Proposal for a follow-up discussion, included when further explanation or career planning would be beneficial

5. Appreciation: Additional acknowledgment of the employee's contributions, used for long-term or high-performing employees

Suggested Schedules

1. Performance Criteria Summary: Optional attachment outlining specific criteria considered in the promotion decision

2. Development Resources: Optional attachment listing available training, mentoring, or development resources

3. Position Requirements: Optional attachment detailing the requirements of the position that was sought

Authors

Alex Denne

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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Healthcare

Financial Services

Technology

Education

Manufacturing

Retail

Professional Services

Government

Non-profit

Mining

Construction

Telecommunications

Transportation

Hospitality

Media and Entertainment

Relevant Teams

Human Resources

Legal

Senior Management

Operations

Administration

Corporate Services

People and Culture

Talent Management

Employee Relations

Workforce Development

Relevant Roles

Human Resources Manager

HR Director

Department Manager

Senior Manager

Division Head

Chief Human Resources Officer

HR Business Partner

Operations Manager

General Manager

Managing Director

CEO

Department Director

Unit Supervisor

Regional Manager

Branch Manager

Industries
Fair Work Act 2009 (Cth): Primary legislation governing employment relationships in Australia, including provisions for workplace rights, protections, and fair treatment in employment decisions
Privacy Act 1988 (Cth): Regulates the handling of personal information in employment contexts and ensures confidentiality of employment-related communications
Age Discrimination Act 2004 (Cth): Prohibits discrimination based on age in employment decisions, including promotions and career advancement
Sex Discrimination Act 1984 (Cth): Ensures that promotion decisions and related communications are free from gender-based discrimination
Disability Discrimination Act 1992 (Cth): Protects against discrimination based on disability in employment-related decisions and communications
Racial Discrimination Act 1975 (Cth): Prohibits discrimination based on race, color, descent, or national/ethnic origin in employment decisions
Australian Human Rights Commission Act 1986 (Cth): Provides framework for addressing complaints of discrimination and human rights violations in employment contexts
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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