Do I have to send a rejection letter, or can I just not respond?

You have no legal obligation, but Swiss norms strongly favor a brief email. Silence damages your employer brand and candidates often follow up, forcing you to respond anyway. A 30-second email is better.

Can I reject by phone instead of email?

Phone rejection is kind but rare in Switzerland. Email is safer (you have proof of the message, date, and content). If you do call, follow up with an email confirming the decision so there is no misunderstanding.

How long should I keep rejection emails and interview notes?

Swiss data protection law (FADP) requires deletion after two years unless the candidate has given written consent to keep their data longer. Some cantons have stricter rules. Check with your cantonal employment office (RAV/ORP/URC) if unsure.

Template: Rejection Letter After Interview

Send a professional rejection within one working day of your decision. Keep it brief, name the role and candidate clearly, and avoid false encouragement. This template works for all interview stages and takes five minutes to personalize.

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Candidates deserve a prompt decision. Swiss employers should send rejections the same day or next morning—delays damage your reputation and leave candidates in limbo.

Use this template for any stage after an interview (first round, second round, final). Adjust only the bracketed fields; the structure and tone are tested with Swiss hiring norms.

Email Template

Copy the text below and fill in the bracketed sections. Replace [CANDIDATE_NAME], [ROLE_TITLE], [INTERVIEW_DATE], and [YOUR_NAME]. No signature block needed beyond your name and title.

Send from your company email address. Do not use recruitment software's automated rejection unless the candidate has explicitly consented to it in your job posting.

Subject: Application for [ROLE_TITLE] – Update
Dear [CANDIDATE_NAME], Thank you for taking the time to meet us on [INTERVIEW_DATE]. We were impressed by your background in [one concrete detail]. After careful consideration, we have decided to move forward with another candidate whose profile aligns more closely with our immediate needs. We appreciate your interest in [COMPANY_NAME] and wish you success in your search. Best regards, [YOUR_NAME], [YOUR_TITLE]
Keep it to four sentences maximum.
Name the interview date and role to prove you read their CV.
Do not say 'we will keep your CV on file' unless you genuinely will contact them within six months.
Do not explain in detail why they were rejected—this invites argument and lengthens the exchange.

Tone & Legal Notes

Swiss employers expect directness without harshness. Avoid 'unfortunately,' 'regret,' or softening language that misleads the candidate into thinking the door remains open.

There is no legal duty to provide written feedback after rejection. If you do offer detail, keep it factual and avoid personality judgments. Consult a lawyer if the candidate later claims discrimination.

Never invite a rejected candidate to reapply in six months unless you mean it and will actively search your inbox.
Do not mention salary, benefits, or other candidate comparisons.
Do not apologize for rejecting them; you have the right to choose.
If the candidate has a disability and you rejected them, ensure your decision was job-related—consult legal counsel if unsure.
Keep a copy of all rejection emails for your records (usually in recruitment software).
Swiss data protection law (FADP/GDPR equivalent) requires you to delete interview notes and CV after two years unless you have written consent to keep them longer.

After You Send

Send rejections at 08:30–10:00 on a weekday so candidates see it promptly and have time to respond if they wish. Avoid Friday afternoon—it looks like you're hiding.

If a rejected candidate asks for feedback, you may politely decline or offer one sentence tied to the job requirements, not personality.

Expect some candidates to ask why. Prepare one honest, neutral sentence in advance.
Do not engage in back-and-forth debate about your decision.
If the candidate asks for a reference letter for other applications, decline; you interviewed them only once and cannot fairly assess their work.
Archive the email chain in your recruitment software or folder for two years, then delete it.
If you rejected someone due to a language requirement or technical skill gap, you may briefly confirm this if asked.
Move quickly to your second-choice candidate; delays of more than two days reduce acceptance rates significantly.

Frequently asked questions

Do I have to send a rejection letter, or can I just not respond?: You have no legal obligation, but Swiss norms strongly favor a brief email. Silence damages your employer brand and candidates often follow up, forcing you to respond anyway. A 30-second email is better.
Can I reject by phone instead of email?: Phone rejection is kind but rare in Switzerland. Email is safer (you have proof of the message, date, and content). If you do call, follow up with an email confirming the decision so there is no misunderstanding.
How long should I keep rejection emails and interview notes?: Swiss data protection law (FADP) requires deletion after two years unless the candidate has given written consent to keep their data longer. Some cantons have stricter rules. Check with your cantonal employment office (RAV/ORP/URC) if unsure.

General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.