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Postdoc Rejection Letter

Postdoc Rejection Letter Template for Switzerland

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Key Requirements PROMPT example:

Postdoc Rejection Letter

"I need a Postdoc Rejection Letter for a candidate who applied to our quantum physics research program but wasn't selected; however, we want to keep their application on file for future positions opening in March 2025."

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Document background
The Postdoc Rejection Letter is a crucial document in Swiss academic recruitment processes, used when an institution needs to formally decline a postdoctoral candidate's application. It is essential in maintaining professional standards and legal compliance in academic hiring practices under Swiss law. The document should be used after a thorough evaluation process has been completed and a final decision has been made. It must comply with Swiss federal and cantonal regulations regarding employment communications, data protection (FADP), and anti-discrimination laws. The letter serves multiple purposes: communicating the decision clearly, maintaining institutional reputation, ensuring legal compliance, and managing candidate relationships for potential future opportunities.
Suggested Sections

1. Letter Header: Institution letterhead, date, and recipient's contact details

2. Opening Salutation: Formal greeting addressing the candidate by title and name

3. Application Reference: Clear reference to the specific position and when/how the application was received

4. Decision Statement: Clear, direct but polite statement of the rejection decision

5. Appreciation: Thank the candidate for their time and interest in the position

6. Basic Reasoning: Brief, general explanation of the competitive nature of the selection process

7. Closing: Professional closing with good wishes for future endeavors

8. Signature Block: Name, title, and contact information of the sender

Optional Sections

1. Specific Feedback: Brief constructive feedback about the application, used when appropriate feedback can be provided and when specifically requested by the candidate

2. Future Opportunities: Information about keeping the candidate's application on file or encouraging them to apply for future positions, used when the candidate was strong but not selected

3. Data Retention Notice: Information about how the candidate's personal data will be handled, used when required by institutional policy or when keeping data for future positions

4. Appeals Process: Information about any available appeals or review process, used only if required by institutional policy

5. Alternative Positions: Suggestions for other relevant positions, used when appropriate alternatives are available

Suggested Schedules

1. Return of Application Materials: List of any physical materials being returned to the candidate, if applicable

2. Data Privacy Notice: Detailed information about data handling and retention policies, if not included in the main letter

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Higher Education

Scientific Research

Academic Research

Life Sciences

Engineering

Natural Sciences

Social Sciences

Humanities

Medical Research

Technology Research

Relevant Teams

Human Resources

Academic Affairs

Research Administration

Legal Affairs

Faculty Administration

Talent Acquisition

Compliance

International Office

Graduate Studies Office

Relevant Roles

Department Head

Research Director

Principal Investigator

HR Manager

Faculty Dean

Research Group Leader

Academic Affairs Director

Hiring Manager

Recruitment Specialist

Legal Counsel

Industries
Swiss Federal Act on Data Protection (FADP): Governs how personal data must be handled, ensuring applicant information is treated confidentially and stored/deleted appropriately
Swiss Federal Act on Gender Equality (GEA): Ensures that rejection decisions and communications are free from gender discrimination
Swiss Code of Obligations (OR) Art. 328b: Regulates the handling of employee data, including job applicant data, and what information can be collected and processed
Federal Act on Equal Treatment of People with Disabilities: Ensures rejection decisions and communications do not discriminate against applicants with disabilities
Swiss Federal Constitution Art. 8: General anti-discrimination provisions that must be considered in recruitment processes and communications
Cantonal University Employment Regulations: Local regulations governing academic hiring processes and communications (specific requirements vary by canton and institution)
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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