Rejection Letter (Absageschreiben)
A rejection letter is the formal written notice you send to a candidate after deciding not to move forward with them. In Switzerland, you are not legally required to send one, but professional practice and candidate goodwill strongly favour it. Send it promptly—within days of your decision—to keep your employer brand intact and allow candidates to continue their search.
An Absageschreiben is your written confirmation to a candidate that you will not be proceeding with their application. It closes the recruitment loop, signals respect for their time, and protects your reputation as an employer.
Swiss employment law does not mandate rejection letters, but the principle of good faith (Treu und Glauben) under the OR (Obligationenrecht) is widely understood to include timely, professional communication with unsuccessful candidates.
When you must send one and timing
Send a rejection letter after every rejection—after screening, after interviews, and after your final decision. The sooner the better: ideally within 2–3 working days. Candidates leave their phone on and turn down other offers while waiting. A delayed rejection costs them money and goodwill.
For candidates who made it to interview stage, a personal phone call followed by a letter is best practice. For mass screenings (first-round rejections), email is acceptable. Either way, confirm receipt and be clear: they are not moving forward.
- Send rejection letters to every applicant who reached interview stage without exception
- First-round screenings may use a template email; personalise for interviewed candidates
- Send within 2–3 working days of your decision—do not leave candidates hanging
- Include a line thanking them for their interest and wishing them well
- Do not criticise their skills, experience, or fit—keep it brief and neutral
- Consider offering feedback only if you have time; do not promise what you cannot deliver
Common mistakes and what to avoid
The most common error is sending rejections too late or not at all. Candidates interpret silence as disrespect and are less likely to apply to you again or recommend you to others. Your employer brand suffers.
A second trap is over-explaining or offering unsolicited criticism. Avoid phrases like 'You didn't have enough experience' or 'Your interview performance was weak.' These invite pushback, complaints, or even legal questions about discrimination. Stay factual and brief.
- Do not ghost candidates—a delayed or missing rejection damages your reputation
- Avoid detailed explanations of why they were rejected; 'another candidate was a better fit' is enough
- Never mention protected characteristics (age, gender, origin, religion, disability) as reasons
- Do not offer false hope; 'keep us in mind' should only be said if you genuinely mean it
- Avoid overly formal or cold tone; professionalism is not the same as coldness
- Do not copy-paste; at least use the candidate's name and reference the specific role
Your legal and practical obligations
Under Swiss law, you are free to reject any applicant without giving detailed reasons. However, the revDSG (revised Data Protection Act) requires that any personal data you collected during recruitment be handled lawfully and deleted or anonymised within a reasonable time if the candidate is not hired.
Best practice: keep a simple record of why you rejected each person (for your own hiring consistency), but do not share detailed critiques in the letter itself. If a candidate requests feedback under their right to information, consult your legal counsel or HR advisor before responding.
- You are not legally required to provide a reason for rejection under Swiss employment law
- revDSG applies: delete or anonymise candidate data within a reasonable time after rejection
- Keep an internal record of rejection decisions for your own reference; do not include it in the letter
- If a candidate asks 'why?', you may provide factual feedback but are not obliged to
- Document your hiring process consistently to defend against discrimination claims if they arise
- If you reject someone with a disability, be prepared to explain your decision neutrally
Frequently asked questions
- Do I have to send a rejection letter in Switzerland?
- No, it is not legally required. However, professional practice strongly supports it. Candidates who receive a prompt, respectful rejection are more likely to apply to you again and speak well of your company. Not sending rejections damages your employer brand.
- What should I include in a rejection letter?
- Thank the candidate, state clearly that they are not moving forward, keep it brief and warm, and optionally wish them well. Avoid explaining why in detail. A template of 2–3 sentences plus a salutation is often best.
- Can I ask a rejected candidate to sign a document confirming they were rejected?
- No. A rejection letter is informational; it does not require a signature. If you are concerned about legal protection, consult a lawyer. Good documentation of your hiring process is your best defence.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.