Application acknowledgement (vacancy on hold) letter templateReading time 2 minutes (inc. support info). Reviewed 01/03/2023.
If you receive a job application for a suitable vacancy but the vacancy is on hold, send this model letter to acknowledge receipt and confirm the next steps.
What is an Application acknowledgement (vacancy on hold) letter?
A job application acknowledgement letter is sent to a job applicant to confirm receipt of their application. The purpose of this letter is to inform the applicant that their application has been received and is being reviewed. In some cases, the letter may also provide information about the hiring process and timeline.
In the case where the vacancy is on hold, the acknowledgement letter would inform the applicant that their application has been received and that the hiring process for the position has been temporarily halted. It may also provide a reason for the hold, such as budget constraints or a reevaluation of the job requirements. The letter should be professional and courteous, expressing appreciation for the applicant's interest in the position and assuring them that they will be contacted if the position becomes available again in the future.
What legal and best practice aspects should employers be aware of?
- Equality Act 2010: Ensures that applicants are treated fairly and without discrimination during the application process based on protected characteristics such as age, gender, race, disability, religion, and sexual orientation.
- Data Protection Act 2018: Requires organisations to handle and process applicant data securely and in accordance with data protection principles, ensuring confidentiality and compliance with privacy laws.
- Employment Rights Act 1996: Imposes a duty on employers to provide written terms and conditions of employment, which may include acknowledgment of job applications as part of the recruitment process.
- General Data Protection Regulation (GDPR): Provides guidelines for the lawful processing of personal data, requiring organisations to obtain explicit consent from applicants for storing and processing their personal information.
- Human Rights Act 1998: Protects the right to privacy and a fair and just recruitment process, ensuring that applicants are treated with dignity and respect throughout the application process.
Application acknowledgement (vacancy on hold) [Delete this line]
Dear [Recipient first name],
Re: [insert job title]
I am writing to acknowledge receipt of your recent application for the [Position Name] role at [Company Name]. We appreciate your interest in our company and the time and effort you have put into submitting your application.
I would like to inform you that while we were impressed with your qualifications and experience, the hiring process for the position has been put on hold due to unforeseen circumstances. We regret any inconvenience this may have caused and want to assure you that your application is still under consideration should the position become available in the future.
We are currently reevaluating the job requirements and budget constraints, and we hope to resume the hiring process as soon as possible. We will keep your application on file and will contact you if the position becomes available again in the near future.
Once again, thank you for your interest in our company and for submitting your application for the [Position Name] role. We appreciate your understanding and patience during this time.
Yours [faithfully | sincerely],
[Sender job title]
Job application form template
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