Title VII of the Civil Rights Act of 1964: Federal law prohibiting employment discrimination based on race, color, religion, sex, and national origin. Must ensure rejection letter language does not indicate bias against protected classes.
Americans with Disabilities Act (ADA): Federal law protecting qualified individuals with disabilities from discrimination. Rejection letter must not reference any disability-related matters.
Age Discrimination in Employment Act (ADEA): Federal law protecting individuals 40 years and older from age discrimination. Letter content should avoid any age-related implications.
Equal Pay Act: Federal law requiring equal pay for equal work regardless of gender. Rejection letter should avoid any compensation-related discrimination.
State Anti-Discrimination Laws: Various state-specific laws that may provide additional protected classes or stricter requirements beyond federal regulations. Must comply with both state and federal standards.
Fair Labor Standards Act (FLSA): Federal law governing wage and hour standards. Ensure rejection letter contains no problematic implications regarding wages or working conditions.
Documentation Requirements: Legal obligation to maintain consistent records of hiring decisions and communications for compliance purposes. includes proper storage and retention of rejection letters.
Privacy and Data Protection: Requirements for handling personal information collected during the interview process. Ensure proper handling and disposal of candidate information.
Communication Consistency: Legal best practice to maintain consistent rejection letter format and content across all candidates to prevent discrimination claims.
Future Employment Disclaimers: Legal consideration to avoid making promises about future opportunities unless specifically intended, as these could be interpreted as binding commitments.
