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Turn Down Letter

Turn Down Letter Template for Switzerland

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Key Requirements PROMPT example:

Turn Down Letter

"I need a Turn Down Letter in Swiss German for rejecting a small business loan application, ensuring compliance with Swiss banking regulations and including appropriate data protection clauses, to be sent by March 15, 2025."

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Document background
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.
Suggested Sections

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

Optional Sections

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

Suggested Schedules

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

Authors

Alex Denne

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

alex.den.21@genieai.co
Relevant legal definitions















Clauses













Relevant Industries

Banking and Financial Services

Insurance

Professional Services

Healthcare

Education

Real Estate

Manufacturing

Retail

Technology

Telecommunications

Human Resources and Recruitment

Legal Services

Relevant Teams

Legal

Human Resources

Compliance

Risk Management

Operations

Administrative Services

Customer Relations

Business Development

Recruitment

Client Services

Relevant Roles

Legal Counsel

HR Manager

Compliance Officer

Department Director

Bank Manager

Insurance Underwriter

Hiring Manager

Recruitment Specialist

Business Development Manager

Account Manager

Administrative Officer

Company Secretary

Risk Manager

Operations Manager

Industries






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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