Formal Regret Letter Template for New Zealand

The Formal Regret Letter serves as a professional and legally compliant means of communicating negative decisions in New Zealand business contexts. This document type is typically used following job applications, business proposals, tender submissions, or similar situations where a formal decline needs to be communicated. The letter must adhere to New Zealand legislative requirements, including the Privacy Act 2020, Human Rights Act 1993, and Fair Trading Act 1986, while maintaining professional courtesy and clear communication. The document should include essential information such as the decision, brief reasoning, and appropriate acknowledgments, while avoiding potential discrimination issues or privacy breaches. The format and content of the Formal Regret Letter can be adapted based on the specific context, industry standards, and organizational policies, while maintaining its core purpose of professional and legally compliant communication of a negative decision.

1. Date and Address Block: Current date and recipient's full contact details including name, title, and address

2. Salutation: Professional greeting using the recipient's name and title

3. Opening Acknowledgment: Thank the recipient for their interest/application and acknowledge their time

4. Decision Communication: Clear and direct but diplomatic statement of the negative decision

5. Positive Feedback: Brief mention of the recipient's positive qualities or strong points

6. Explanation: Brief, diplomatic explanation of the decision without overly detailed justification

7. Professional Closing: Courteous closing statement wishing the recipient well for the future

8. Signature Block: Formal signature block with sender's name, title, and organization