Official form guide
Form Notice to unsuccessful applicants: Notice to unsuccessful applicants
The Notice to unsuccessful applicants is a template letter from the Fair Work Ombudsman that employers can use to tell job seekers their application was not successful. It is a best‑practice tool, not a legal requirement.
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Form Overview
Fair Work Ombudsman Form Notice to unsuccessful applicants - Notice to unsuccessful applicants
The Notice to unsuccessful applicants is a template letter from the Fair Work Ombudsman that employers can use to tell job seekers their application was not successful. It is a best‑practice tool, not a legal requirement.
Risk Radar
Scan points- 1Using an outdated version of the template can lead to missing required wording.
- 2Sending an old template that lacks current wording
- 3Leaving placeholder text (red <> or purple notes) in the final letter
- 4Using a different communication method than the applicant’s original application
- 5Including any language that could be seen as discriminatory
Plain English
If you’ve hired someone and need to let other candidates know they didn’t get the job, you can copy this ready‑made letter, fill in your details and send it. It helps you stay professional and avoid discrimination complaints.
Submission Date
- Filing date: Send the notice after your preferred candidate has accepted the job offer and before you contact other applicants.
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- When you need to tell a job applicant that they were not selected for a role.
- When you want a ready‑made, plain‑language letter rather than drafting one from scratch.
- When you prefer to follow Fair Work best‑practice guidance for recruitment communications.
- When you have already offered the job to your preferred candidate and need to close the process with other applicants.
- When you want to keep a record of the notification for future reference.
Form selector
Use this form or another form?
You have made a job offer to a candidate
Formalizes the terms of the job
✓ Confirm candidate acceptance before sending the offer
You need to request references or background checks
Collects required information for selection
✓ Ensure consent from the applicant
You need to provide a written employment contract
Sets out rights and obligations
✓ Verify compliance with the relevant award or agreement
You have received a discrimination complaint
Triggers formal investigation
✓ Confirm the issue falls under anti‑discrimination law
Deadline or filing window
There is no statutory deadline, but send the notice promptly after the hiring decision to maintain professionalism.
Before you submit
- 1Confirm the preferred candidate has accepted the job offer.
- 2Use the same communication channel the applicant used to apply (email or portal).
- 3Insert the correct date and your business name/logo.
- 4Add an electronic signature or print on letterhead if sending by post.
- 5Provide a contact name, phone number and/or email for follow‑up queries.
- 6Verify that no discriminatory language appears in the letter.
- 7Keep a copy of the sent letter for your records.
- 8Ensure the applicant’s address details are correct if mailing.
- 9Double‑check that all placeholder brackets have been removed.
- 10Save the final version as a PDF before sending.
How to file this form
- 1Download the template from the Fair Work Ombudsman website.
- 2Open the document and replace all red‑highlighted placeholders with your details.
- 3Delete the purple guidance text after completion.
- 4Choose the delivery method (email, portal message, or postal mail).
- 5Send the letter to the applicant using the same method they applied with.
- 6Save a copy of the sent letter in your recruitment folder.
- 7Record the date of notification in your hiring tracker.
Known limitations
- 1The letter is a best‑practice template, not a legal requirement to notify applicants.
- 2It does not replace a formal contract or offer letter.
- 3It does not address discrimination complaints; separate processes apply.
- 4The template does not guarantee the applicant will not request feedback; you must be prepared to respond.
- 5Not confirmed in official source: any statutory obligation to keep a copy for a specific retention period.
Field map
Compact field-by-field guide
Applicant
1 items
Full name (and representative, if any), postal address, email, and phone number of the person or organisation lodging the application.
Respondent
1 items
The exact legal name and ABN of the employer or other party the application is made against.
The Matter
2 items
Identify the kind of matter — for example, unfair dismissal, general protections, or an agreement application.
A clear description of what happened, relevant dates, and the outcome you are seeking.
Dates
1 items
Relevant dates such as the date of dismissal or the date the issue arose — these determine whether you are within time.
Supporting
1 items
Any documents that support your application, such as letters, contracts, or notices.
Declaration
1 items
Sign and date the form. Applications may also require a fee or an application for a fee waiver.
Almost done reviewing the fields?
Fillable formOpen in Editor->The template was last updated in February 2023 and remains the current version on the Fair Work Ombudsman website.
What changed or needs a fresh check
- Download the latest version from fairwork.gov.au/templates before starting.
- Replace all red‑coloured placeholders (e.g., <Applicant’s name>, <Position name>) with your specific details.
- Delete the purple explanatory text after you have filled the letter.
- If sending electronically, remove the optional paper‑based address block.
- Check that the colour‑coding matches the current template (red for replaceable text, purple for guidance).
Quick Facts
Downloads & source
Sources
- SRCTemplate purpose: employers can use to notify unsuccessful applicantsconfirmed in source.
- SRCLast updated February 2023confirmed in source.
- SRCSuggested steps (offer preferred candidate, then notify others)confirmed in source.
- SRCRecommendation to use same method as applicant appliedconfirmed in source.
- SRCAdvice to keep selection notes for feedbackconfirmed in source.
- SRCColour‑coded placeholders (red for replaceable, purple for guidance)confirmed in source.
- SRCContact Fair Work Infoline 13 13 94 for helpconfirmed in source.
- SRCNot confirmed in official source: exact retention period for keeping copies of the notice.
Common confusion points
Sending the notice before the preferred candidate has formally accepted the offer.
Leaving red‑highlighted placeholders (e.g., <Applicant’s name>) in the final letter.
Using a different communication channel than the one the applicant used to apply.
Including reasons for rejection that could be seen as discriminatory.
Forgetting to add your electronic signature or business logo.
Not deleting the purple explanatory text, which can appear unprofessional.
Sending the letter without offering a contact person for follow‑up questions.
Assuming the template satisfies legal obligations for all recruitment communications.
Source transparency
Copyright & Licensing — Australian Government Forms
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