Regret Letter After Interview Template for England and Wales

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Key Requirements PROMPT example:

Regret Letter After Interview

"I need a Regret Letter After Interview for a senior software developer candidate who showed promise but lacked specific technical skills, and I'd like to keep their details for future opportunities while providing constructive feedback about their interview performance from January 15, 2025."

Document background
A Regret Letter After Interview is a essential component of professional recruitment processes in England and Wales. It serves to formally close the recruitment cycle with unsuccessful candidates while maintaining professional relationships and protecting the organization from potential legal challenges. The document must comply with UK employment law, including the Equality Act 2010 and GDPR requirements. It typically includes appreciation for the candidate's time, clear communication of the decision, and optional elements such as feedback or information about future opportunities.
Suggested Sections

1. Addressee Details: Full name and address of the candidate

2. Thank You Statement: Expression of appreciation for time and interest in the position

3. Decision Communication: Clear but tactful communication of the negative outcome

4. Position Reference: Specific reference to the position applied for and when the interview took place

5. Closing and Signature: Professional closing statement and sender's details

Optional Sections

1. Feedback Section: Constructive feedback about the interview, used when appropriate and requested

2. Future Opportunities: Invitation to apply for future positions, used when candidate showed promise

3. Data Retention Notice: Information about keeping candidate's details on file and GDPR compliance

Suggested Schedules

1. No Schedules Required: Regret letters are typically self-contained documents without schedules or appendices

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

Relevant Industries
Relevant Teams
Relevant Roles
Industries

Equality Act 2010: Primary legislation ensuring no discrimination in recruitment based on protected characteristics (age, disability, gender reassignment, marriage/civil partnership, pregnancy/maternity, race, religion/belief, sex, sexual orientation). The letter's language must avoid any suggestion of discrimination.

GDPR and Data Protection Act 2018: Legislation governing the handling of candidate's personal information, including data retention periods for recruitment records and the candidate's right to access their data.

Employment Rights Act 1996: Covers fair recruitment practices and reasonable feedback requirements in the recruitment process.

Human Rights Act 1998: Ensures fundamental rights including the right to privacy and fair treatment during the recruitment process.

Best Practices: Key considerations including professional communication, avoiding discriminatory language, clear rejection reasons, optional constructive feedback, proper record maintenance, and awareness of legal implications if challenged.

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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