Application acknowledgement (not able to contact candidate) letter templateReading time 2 minutes (inc. support info). Reviewed 01/03/2023.
If you receive a job application for a suitable vacancy but have not been able to contact the applicant, send this model letter to acknowledge receipt and ask them to make contact.
What is an Application acknowledgement (not able to contact candidate) letter?
A job application acknowledgement letter when unable to contact the candidate is a formal communication sent by an employer or hiring manager to acknowledge receipt of a job application, but without being able to contact the candidate.
This letter typically acknowledges the candidate's application and expresses appreciation for their interest in the position, but notes that the organisation has been unable to reach the candidate despite their best efforts. The letter may also encourage the candidate to reach out to the organisation if they become available or interested in the position 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 (not able to contact candidate) [Delete this line]
Dear [Recipient first name],
Re: [insert job title]
I am writing to acknowledge receipt of your recent job application for the [Position Name] role at our organisation. We appreciate the time and effort you took to submit your application and we thank you for your interest in joining our team.
We have made several attempts to contact you regarding your application, but unfortunately have been unable to reach you. We regret that we cannot move forward with your application at this time, but encourage you to reach out to us if you become available or interested in the position in the future.
Thank you again for your interest in our organisation and for considering us as a potential employer. We wish you all the best in your job search.
Yours [faithfully | sincerely],
[Sender job title]
Job application form template
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