The With Regret Letter is a crucial document in the Swiss recruitment process, used when informing candidates about unsuccessful job applications. It must comply with Swiss federal and cantonal employment laws, particularly regarding data protection (FADP) and anti-discrimination regulations. This document is typically issued following a completed recruitment process and can range from responding to initial applications to post-interview communications. The letter serves multiple purposes: officially documenting the decision, maintaining professional relationships, ensuring legal compliance, and protecting both parties' interests. It may also include optional elements such as feedback or future opportunity notifications, depending on the specific context and company policies.
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1. Opening Details: Date, candidate's name and address, reference number if applicable
2. Salutation: Professional greeting addressing the candidate by name
3. Acknowledgment: Thank the candidate for their application and time invested in the process
4. Decision Communication: Clear but diplomatic communication of the negative decision
5. Brief Explanation: General, non-specific reason for the decision that doesn't risk legal issues
6. Positive Note: Recognition of the candidate's qualifications or positive aspects noted during the process
7. Closing: Professional closing with good wishes for future endeavors
8. Signature Block: Company representative's name, title, and contact information
1. Future Opportunities: Include when you want to keep candidate details for future positions
2. Specific Feedback: When appropriate and requested, providing constructive feedback about the candidate's application or interview
3. Alternative Positions: When there are other suitable open positions to suggest to the candidate
4. Interview Appreciation: Additional acknowledgment section if the candidate went through interviews
5. Data Retention Notice: Information about how the candidate's data will be handled, particularly relevant under Swiss data protection laws
1. Feedback Form: Optional detailed feedback about the candidate's application or interview performance, if requested and appropriate
2. Privacy Notice: Detailed information about the handling and retention of candidate data under Swiss law
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