The Turn Down Letter is a critical business document used in Swiss professional environments to formally communicate negative decisions regarding applications, proposals, or requests. It must be drafted in accordance with Swiss federal laws, including the Code of Obligations (OR/CO), Federal Act on Data Protection (FADP), and various anti-discrimination laws. The document is typically used when rejecting job applications, loan requests, business proposals, service applications, or partnership opportunities. A well-drafted Turn Down Letter should maintain professional courtesy while clearly communicating the decision, provide appropriate (but not legally compromising) explanations, and ensure compliance with all relevant Swiss regulations. It may also need to include specific regulatory disclosures depending on the industry context.
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1. Recipient Details: Full name and address of the recipient, including any reference numbers or relevant identifiers
2. Date and Reference: Current date and any reference numbers or identifiers for the application/request being declined
3. Salutation: Professional greeting using the recipient's name and title
4. Acknowledgment: Recognition of the received application/request and expression of appreciation
5. Decision Statement: Clear but polite communication of the negative decision
6. Brief Explanation: General, non-discriminatory reason for the decline, carefully worded to avoid legal issues
7. Closing Statement: Professional conclusion, potentially including future opportunities if appropriate
8. Signature Block: Company name, signatory details, and position
1. Alternative Suggestions: Include when there are other products, services, or opportunities that might be suitable for the applicant
2. Appeal Process: Include when there is a formal process for appealing the decision, particularly relevant in regulated industries
3. Return of Documents: Include when physical documents or materials need to be returned to the applicant
4. Data Protection Notice: Include when specific information about data retention and processing needs to be communicated
5. Regulatory Disclosures: Include when required by specific industry regulations, particularly in financial services
1. Return of Original Documents List: If returning documents, an itemized list of all materials being returned
2. Regulatory Disclosures Appendix: Required regulatory statements and disclosures, particularly in regulated industries
3. Application Summary: Summary of the original application or request, attached for reference purposes
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