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Internal Candidate Rejection

Internal Candidate Rejection Template for Malaysia

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Key Requirements PROMPT example:

Internal Candidate Rejection

"I need an Internal Candidate Rejection letter for a senior software developer who applied for a technical lead position but lacks management experience; the letter should include constructive feedback and suggest leadership development programs while maintaining a positive relationship with this valuable team member."

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Document background
The Internal Candidate Rejection document is essential for organizations operating in Malaysia that promote internal mobility and career development. It is specifically designed to address the sensitive nature of declining internal candidates while maintaining positive working relationships and compliance with Malaysian employment laws. This document should be used when an internal candidate has been unsuccessful in their application for another position within the organization, requiring careful communication that balances honesty with diplomacy. The document ensures compliance with Malaysian employment legislation, including the Employment Act 1955 and Personal Data Protection Act 2010, while incorporating best practices for internal communication and talent management. It serves as a formal record of the decision while maintaining professionalism and encouraging continued engagement from the employee.
Suggested Sections

1. Company Letterhead: Official company letterhead including company name, address, and contact details

2. Date and Reference: Current date and any relevant reference numbers for the application/position

3. Employee Details: Recipient's name, current position, and department

4. Position Applied For: Clear statement of the role the employee applied for

5. Appreciation: Thank the employee for their interest and participation in the internal recruitment process

6. Decision Communication: Clear but diplomatic communication of the rejection decision

7. Future Opportunities: Encouragement to apply for future positions and acknowledgment of their continued value to the organization

8. Signature Block: Name, position, and signature of the hiring manager or HR representative

Optional Sections

1. Feedback Summary: Brief, constructive feedback about the interview process or application - include when feedback can be provided professionally and constructively

2. Development Suggestions: Specific suggestions for professional development - include when there are clear development areas that could be addressed

3. Alternative Opportunities: Information about other current openings that might be suitable - include when relevant positions are available

4. Appeal Process: Information about internal appeal procedures - include if required by company policy or if the position was particularly senior

Suggested Schedules

1. Interview Feedback Form: Optional attachment containing detailed feedback from the interview process - attach if company policy requires or if specifically requested

2. Internal Vacancy List: Current list of other open positions - attach if there are relevant opportunities to highlight

3. Development Program Information: Information about relevant training or development programs - attach if specific development suggestions are made in the letter

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

Banking & Finance

Technology

Manufacturing

Professional Services

Healthcare

Education

Retail

Telecommunications

Energy

Construction

Public Sector

Hospitality

Transportation & Logistics

Media & Entertainment

Relevant Teams

Human Resources

Recruitment

Talent Acquisition

People Operations

Personnel Management

Learning & Development

Employee Relations

Organizational Development

Relevant Roles

HR Manager

HR Director

Recruitment Specialist

Talent Acquisition Manager

Human Resources Business Partner

Department Manager

Division Head

HR Administrator

Hiring Manager

HR Executive

Recruitment Coordinator

Senior HR Officer

Industries
Employment Act 1955: Malaysia's main employment law that governs employer-employee relationships and provides basic protections. Relevant for ensuring fair treatment in internal hiring processes.
Industrial Relations Act 1967: Regulates relationships between employers and employees, including internal hiring practices and dispute resolution procedures.
Personal Data Protection Act 2010: Regulates the collection, use, and handling of personal data in commercial transactions, including job applications and rejections.
Federal Constitution Article 8: Guarantees equality and prohibits discrimination on grounds of religion, race, descent, place of birth or gender in employment matters.
Companies Act 2016: Relevant for corporate governance aspects of internal hiring processes and documentation requirements.
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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