The Contract Rejection Letter serves as a crucial business document in Swiss commercial practice, used when an organization or individual needs to formally decline a contract offer or proposal. This document is essential in Swiss business operations where clear communication and legal certainty are paramount. It must comply with the Swiss Code of Obligations and maintain the principle of good faith (Treu und Glauben) in business dealings. The letter should be used when a definitive decision has been made to reject an offer, requiring clear identification of the original offer, explicit rejection statement, and professional explanation of the decision. The document helps maintain professional relationships while providing legal clarity and protecting both parties' interests under Swiss law.
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1. Letterhead and Date: Company letterhead including full legal name, address, and contact details, plus the current date
2. Recipient Details: Full name, title, company name (if applicable), and complete address of the recipient
3. Reference Information: Reference to the specific offer or proposal being rejected, including any relevant dates or reference numbers
4. Acknowledgment: Polite acknowledgment of receiving the offer/proposal and appreciation for the interest shown
5. Rejection Statement: Clear and unambiguous statement of rejection, ensuring there's no room for misinterpretation
6. Explanation: Brief, professional explanation of the main reasons for rejection, while maintaining appropriate business discretion
7. Future Relations: Optional statement about potential future business relations, if appropriate
8. Closing: Professional closing, signature block with full name and title of the sender
1. Return of Materials: Include when there are physical or confidential materials that need to be returned to the offering party
2. Alternative Proposals: Include when offering alternative terms or conditions might be appropriate
3. Confidentiality Statement: Include when the rejected offer contained confidential information that needs to be explicitly addressed
4. Legal Reservations: Include when necessary to explicitly reserve legal rights or prevent any inference of contract formation
1. Original Offer Reference: Copy or summary of the original offer being rejected, if necessary for record-keeping
2. Supporting Documentation: Any relevant supporting documents explaining the rejection, if required
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