Administrative Letter Templates for HR Professionals and Hiring Managers
Administrative letter templates to be used when conducting selection processes
All communications must be in the official language of preference of the candidate or priority person.
- Screening Results
- Invitation & Results to an Interview, Exam or SLE
- Pools
- Process Unproductive, Cancelled, Delayed, or Priority Appointed
- Withdrawals or Absent to Interview or Exam
- Other Templates
Administrative letter templates to be used for other types of staffing actions
* When required, you may consult the Optional Paragraphs for Administrative Letter Templates and Forms Document (DOCX, 29 KB).
Administrative letter templates to be used when conducting selection processes
Screening Results
- Screened-out – Reasons other than qualifications (internal) (DOCX, 174 KB)
- Screened-out – Failed in essential or asset qualification(s) (internal) (DOCX, 177 KB)
- Screened-in – Will be invited to an assessment shortly (EXT or INT) (DOCX, 172 KB)
Invitations & Results to Exam, Interview or SLE
- Invitation to an interview, exam or other (EXT or INT) (DOCX, 171 KB)
- Passed exam – Invitation to an interview OR invitation to an interview later (EXT or INT) (DOCX, 173 KB)
- Negative results to exam, interview, languages testing (EXT or INT) (DOCX, 179 KB)
Result following an Informal Discussion
- Candidate reinstated following an Informal Discussion (DOCX, 180 KB)
- Candidate not reinstated following an Informal Discussion (DOCX, 175 KB)
POOLS
- Qualified, placed in pool (EXT or INT) (DOCX, 173 KB)
- Verification of candidate interest in pool (DOCX, 17 KB)
- Message to candidates when referred from pool (DOCX, 16 KB)
- Validity period of pool – extended (EXT or INT) (DOCX, 173 KB)
- Pool Closure (DOCX, 170 KB)
Process Unproductive, Cancelled, Delayed, or Priority Appointed
Withdrawals or Absent to Interview or Exam
Other Letter Templates
- Response to unsolicited applications (EXT or INT) (DOCX, 172 KB)
- Language profile preference (EXT or INT) (DOCX, 172 KB)
Administrative letter templates to be used for other types of staffing actions
End of Term or Acting
- Confirmation of end of term – Non-Renewal or Early Termination (DOCX, 167 KB)
- End of acting – Premature end date (internal) (DOCX, 169 KB)
Leave Without Pay
- Leave Without Pay – Family, Personal Needs or Other (DOCX, 179 KB)
- Leave Without Pay – Notice to Employee Who Becomes Disabled (DOCX, 169 KB)
- Leave Without Pay and Priority Entitlement – Relocation of Spouse or Common-Law Partner (DOCX, 174 KB)
Priorities
- Priority Entitlement – Employee Who Becomes Disabled (DOCX, 184 KB)
- Priority Entitlement – Leave Without Pay – Position Backfilled (DOCX, 181 KB)
- End of Priority Status – Leave Without Pay – Position Backfilled (DOCX, 177 KB)
- End of Priority Status – Relocation of Spouse or Common-Law Partner (DOCX, 178 KB)
- Priority Qualified – Other Priority Chosen (DOCX, 176 KB)
- Priority Not Qualified (DOCX, 175 KB)