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We Regret To Inform You Job Application

We Regret To Inform You Job Application Template for Canada

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Key Requirements PROMPT example:

We Regret To Inform You Job Application

"I need a We Regret To Inform You Job Application letter for a senior software developer position where the candidate was strong but not quite right for this role - we want to keep their details on file until March 2025 and encourage them to apply for future positions."

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Document background
The "We Regret To Inform You Job Application" letter is a crucial document in the Canadian hiring process, used when an organization needs to formally communicate a negative hiring decision to job applicants. This document must comply with various Canadian federal and provincial regulations, including human rights legislation, privacy laws (PIPEDA), and employment standards. It's typically used after completing the candidate evaluation process and requires careful wording to maintain professionalism while avoiding potential legal issues. The letter should be drafted to protect both the employer's interests and the candidate's dignity, including only necessary information about the decision while avoiding specific feedback that could lead to discrimination claims or legal challenges.
Suggested Sections

1. Header: Company letterhead including company name, address, and date

2. Recipient Information: Applicant's name and contact information

3. Greeting: Professional salutation addressing the candidate by name

4. Acknowledgment: Thank the candidate for their application and interest in the position

5. Decision Statement: Clear but diplomatic communication of the rejection decision

6. Brief Explanation: General, non-specific reason for the decision that avoids potential legal issues

7. Professional Closing: Expression of good wishes and formal signature block

Optional Sections

1. Position Reference: Include when multiple positions were open or for record-keeping purposes - specify the job title and reference number

2. Future Opportunities: Include when the candidate was strong and you want to encourage them to apply for future positions

3. Constructive Feedback: Include when company policy allows sharing general feedback and when it can be provided without legal risk

4. Alternative Positions: Include when there are other current openings that might suit the candidate's qualifications

5. Application Storage Notice: Include when keeping the application on file for future opportunities, with duration of storage specified

Suggested Schedules

1. Privacy Notice: Optional attachment explaining how the candidate's personal information will be stored or destroyed

2. Current Openings List: Optional attachment listing other available positions, if applicable

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

Technology

Healthcare

Financial Services

Manufacturing

Retail

Education

Government

Non-Profit

Construction

Professional Services

Media and Entertainment

Transportation

Energy

Agriculture

Hospitality

Real Estate

Relevant Teams

Human Resources

Legal

Recruitment

Talent Acquisition

Compliance

Operations

Administration

Relevant Roles

Human Resources Manager

Hiring Manager

Recruitment Specialist

HR Director

Talent Acquisition Manager

HR Coordinator

HR Business Partner

Recruitment Coordinator

HR Administrator

HR Operations Manager

Legal Counsel

Compliance Officer

Industries
Canadian Human Rights Act: Federal legislation that prohibits discrimination in employment based on protected grounds such as race, gender, age, disability, etc. The rejection letter must not contain any discriminatory language or indicate bias based on these protected characteristics.
Personal Information Protection and Electronic Documents Act (PIPEDA): Federal privacy law that governs how private sector organizations collect, use, and disclose personal information. Relevant for handling the applicant's personal information and maintaining confidentiality.
Provincial Human Rights Codes: Each province has its own human rights legislation that may have additional protected grounds and specific requirements for employment-related matters.
Employment Standards Act: Provincial legislation that sets minimum standards for employment relationships. While primarily focused on active employment, it establishes principles of fair treatment in employment-related matters.
Canada Labour Code: Federal legislation governing employment standards, though primarily applicable to federally regulated industries. Sets standards for fair treatment in employment relationships.
The Competition Act: Federal legislation that may be relevant if the rejection letter contains any statements about future opportunities or restrictions on applying to other positions.
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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