Template: Application Received Confirmation
Send a professional confirmation email within 24 hours of receiving an application. This template acknowledges receipt, sets clear timeline expectations, and confirms how candidates will hear back. Adapt the pensum, location, and timeline to match your role.
Candidates expect acknowledgement that their application arrived. A prompt, honest confirmation builds trust and reduces inbox inquiries. This template takes 2 minutes to personalise.
Timing matters: send within one working day. Include your next-step timeline so candidates know when to expect contact. Keep it short—candidates are often applying to multiple roles.
The Template
Copy the text below and paste into your email. Replace text in [square brackets] with your details. No approval chain needed—you can send as-is from your company email address.
Subject line: keep the default or use "We received your application for [Position]" for clarity.
- Dear [Candidate First Name]
- Thank you for your application for [Position Title], [Pensum %] pensum, based in [City/Canton].
- We have received your documents and will review them carefully. We aim to contact shortlisted candidates by [Date, e.g. 15 November 2024].
- If you have questions in the meantime, please contact [Your Name], [Your Title], [Email/Phone].
- Best regards, [Your Company Name]
What to Customise
Five placeholders must be changed. Everything else stays as written—Swiss employers value directness over warmth.
If your timeline is uncertain, write 'within two weeks' instead of a specific date. Honesty here prevents follow-up emails.
- [Position Title]: e.g. 'Junior Accountant' or 'Marketing Manager'
- [Pensum %]: e.g. '100%' or '60%'
- [City/Canton]: e.g. 'Zurich, ZH' or 'Lugano, TI'
- [Date]: realistic target for first contact (e.g. 2 weeks out)
- [Your Name], [Your Title], [Email/Phone]: only if candidates ask questions
Optional Additions
Most SMEs stop here. Add one of the following only if it answers a likely candidate question or reflects your process.
Do not mention salary, start date, or interview format unless candidates asked or your role description promised it.
- Language note: 'Please note: interviews will be conducted in [German/French/English]'—only if different from application language
- Data handling: 'Your personal data will be processed according to GDPR and Swiss data protection law. Read our privacy policy at [URL]'
- GAV reference: if applicable, add 'This role is covered by the [Sector] collective agreement' (e.g. banking, construction)
- Quellensteuer note: 'If you are not CH-resident, we will inform you about source tax obligations at the offer stage'
- Auto-response: use this template as an auto-reply if you receive >10 applications/week; add '(automatic confirmation)' to subject line
Frequently asked questions
- Should I send this to every applicant or only shortlisted candidates?
- Send to every applicant within 24 hours. It costs nothing and prevents 'did you get my email?' messages. Later, send a separate rejection email to non-shortlisted candidates (see zenRecruiting.ai rejection template).
- What if I'm still reviewing applications and don't have a final date?
- Write 'We aim to be in touch by [date], or sooner if you are selected for interview.' Being vague ('we will contact you soon') invites follow-ups. A realistic 2-week window is standard for SMEs.
- Can I automate this with zenRecruiting.ai?
- Yes. zenRecruiting.ai lets you set up automatic confirmation emails to all applicants. You define the timeline; the system sends the message within minutes of application. Saves time if you hire regularly.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.