Template: Rejection letter after application screening
Send a timely, factual rejection after screening applications. A brief, professional message maintains your employer brand, closes the candidate's uncertainty quickly, and follows Swiss employment practice. Personalise with the candidate's name and role title; keep tone neutral and respectful.
A rejection after application screening should arrive within 1–2 weeks of receipt. Swiss employers are expected to respond to all candidates, not leave them waiting indefinitely.
This template keeps the message short and clear. Avoid vague language or criticism of the CV. The candidate should understand you reviewed their application and it did not match this role—nothing more.
When to send this template
Use this template after your first review of CVs, before interviews begin. Send it to candidates who did not advance to the interview stage.
If you invite some candidates to interview, send rejections to the others within the same week. Delayed rejections damage your reputation and leave candidates in limbo.
- Within 1–2 weeks of application closing date
- Before or immediately after interview invitations go out
- To candidates ruled out after initial screening only
- Use the same template for all screened-out candidates
- Send from a named person (hiring manager or recruiter), not a generic address
- Do not ask candidates to reply or explain themselves
Template text
Copy and personalise this text. Replace bracketed words [like this] with your details. Keep the tone neutral; do not apologise excessively or explain hiring criteria.
Send by email. A single, brief message is sufficient—no need for a formal letter by post.
- [CANDIDATE_FIRST_NAME], thank you for applying for [JOB_TITLE] at [COMPANY_NAME].
- We received [NUMBER] applications and have now completed our screening. Your application does not advance to the next stage.
- We wish you success in your job search. / Wir wünschen dir viel Erfolg bei der Jobsuche.
- Kind regards, [YOUR_NAME], [YOUR_TITLE]
- Do not mention specific weaknesses in the CV or ask for feedback
- Do not invite candidates to reapply for the same role later
Data and records
Under Swiss Data Protection Act (DPA), candidates may request deletion of their personal data. You must comply within 30 days unless legal obligation requires you to keep records.
Keep application records for at least 12 months in case a candidate questions the hiring decision. Document the screening decision briefly (e.g., 'Screened out: role-specific experience not met').
- Save the rejection email and screening notes for 12 months minimum
- If a candidate requests deletion, delete within 30 days unless legal duty applies
- Do not share rejection reasons with third parties
- Include a data-handling statement in your application form or career page if you collect CVs regularly
- Confirm to candidates how long you will keep their data (e.g., '12 months')
- Advise a data-protection lawyer if you are unsure of your obligations
Frequently asked questions
- Do I have to send a rejection to every applicant?
- Swiss employment custom expects a response to all candidates who submit a formal application. Sending a rejection is professional courtesy and protects your employer brand. Silence damages reputation and may expose you to complaints if processes were not transparent.
- Can I give feedback on why they were rejected?
- You are not obliged to. A simple 'did not advance' message is sufficient and safer. If you do offer feedback, keep it factual and constructive—avoid opinions ('not a good fit') and never mention protected characteristics (age, gender, origin, religion).
- How long must I keep application records?
- Keep records for at least 12 months to defend your hiring decision if challenged. Store them securely. Under Swiss DPA, candidates can request deletion after that period; you must comply within 30 days unless a legal duty requires retention (e.g., court case, tax audit).
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.