Postdocs / Postdoc Communication Templates

Postdoc Communication Templates

Postdoc Email Communication Templates 

 

The APPIC Postdoctoral Committee has developed the following email communication templates to facilitate communication between programs and applicants and ensure that the APPIC Selection Standards and Common Hold Date (CHD) are followed.  These email communications are structured to remind both applicants and programs what their respective responsibilities are throughout the selection process. While it is not mandatory for programs and/or applicants to use them, both parties may find them beneficial in the long run to avoid misunderstandings.  We also encourage programs and applicants to tailor/personalize them as desired (i.e., to convey facility-specific information, to convey genuine and personalized enthusiasm about accepting or extending an offer).

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Offers and Acceptances prior to the CHD

Holding Offers prior to the CHD

Program – Checking in with applicant’s held offer 

Declining positions and filled notification prior to the CHD 

Notifying lower-ranked programs prior to the CHD 

Checking in with higher-ranked programs prior to the CHD 

Checking in with applicants continued interest prior to the CHD 

Correspondence on the CHD

 

Offers and Acceptances prior to the CHD
 

Program - Making a postdoctoral offer 

Congratulations!  We are very pleased to offer you a position in our postdoctoral program in XXXXXX. Please respond to this email as soon as possible (and within 24 hours), letting us know if you wish to accept, decline, or hold the offer.  Our program follows the APPIC Selection Standards and we want to remind you of a few requirements, depending on whether you accept, decline or hold the offer.

If you choose to accept the offer, please respond to this email as promptly as possible and within 24 hours indicating your acceptance. After responding to this email accepting this position, please immediately notify all other positions for which you interviewed that you are withdrawing because you have accepted an offer. Please note that this offer is considered a binding professional agreement and we would expect that you will no longer pursue other employment or training opportunities following this acceptance.  Reneging on this offer to accept another postdoctoral position or job at a later date would be considered unprofessional behavior.

If you choose to decline the offer, please respond to this email as soon as possible (and within 24 hours) indicating that you are declining the offer. This will allow us to offer a position to the next-ranked applicant.  Timely notifications are key to an effective postdoctoral selection process for all programs and applicants.

If you choose to hold the offer, please respond to this email as soon as possible (and within 24 hours) indicating that you want to hold the offer.  In addition, consistent with the APPIC Postdoctoral Selection Standards, please explicitly indicate in your response that you are aware of and agree to the following:

  • You can hold the offer up to the Common Hold Date which is 2/21/23 at 10:00 AM EST.
  • You cannot hold any other offers concurrently.
  • You will notify all lower-ranked programs that you have received an offer from a higher-ranked program and are withdrawing from consideration for that program.
  • You will notify me immediately should you choose to decline this offer in favor of a more preferred offer.

Please let me know if you have any questions about the above.  The APPIC Communication Templates should be very helpful in your response. Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.

Per the Postdoctoral Selection Standards with Common Hold Date (CHD), please note that if we do not receive a written response acknowledging this offer within 24 hours from the time the email was sent, the offer can be retracted and offered to another applicant.

We look forward to hearing from you! 
 

Applicant - Accepting a postdoctoral offer 

I am exceptionally pleased to accept your offer for a postdoctoral position in XXXX program. Per the Postdoctoral Selection Standards with Common Hold Date (CHD), I am confirming that:

  • The offer is a binding professional agreement and I understand that reneging on the agreement to accept another postdoctoral or staff position would be considered unprofessional behavior.
  • I have or will immediately notify all other programs to which I have applied that I have accepted a postdoctoral position and am withdrawing from consideration for those programs.

Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.

I am very excited to be at XXXX program next year for my postdoctoral training,

Please let me know if you need anything else from me at this time.
 

Applicant - Accepting a previously held postdoctoral offer 
 

I am writing to let you know that I am exceptionally pleased to accept your offer for a postdoctoral position in XXXX program. I greatly appreciate your patience and allowing me to hold the offer. Per the Postdoctoral Selection Standards with Common Hold Date (CHD), I am confirming that:

  • This offer is a binding professional agreement, and I understand that reneging on the agreement to accept another postdoctoral or staff position would be considered unprofessional behavior.
  • I have or will immediately notify all other programs where I have applied that I have accepted a postdoctoral position and am withdrawing from consideration for those programs.

Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.

I am very excited to be at XXXX program next year for my postdoctoral training,

Please let me know if you need anything else from me at this time.
 

Holding Offers prior to the CHD
 

Applicant - Holding a postdoctoral offer (because they have not completed interviews)
 

I am exceptionally pleased to receive your offer for a postdoctoral position in XXXX program. At this time, I would like to hold the offer because I have not yet completed all of my postdoc interviews. My last interview will be completed on X/XX/23. I will contact you that evening letting you know my decision to accept, continue to hold, or decline your offer. Per the Postdoctoral Selection Standards with Common Hold Date (CHD), I am confirming that:

  • I can hold the offer up to the Common Hold Date, which is 2/21/23 10:00 AM EST.
  • I am aware I cannot hold any other offers concurrently
  • I have or will immediately notify all lower-ranked programs that I am holding an offer from a higher-ranked program and am withdrawing from consideration for those programs. [it is understood that the applicant may be requesting to hold its lowest-ranked program. They would not have to disclose this to the program. They would only be acknowledging that they are aware they need to notify lower-ranked programs.]
  • I will notify you right away if I decide to accept your offer for a postdoctoral position
  • I will notify you right away if I receive and accept or hold an offer from a higher-ranked program and am withdrawing from consideration for your program

Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.
 

Applicant - Deciding to hold a postdoctoral offer

I am exceptionally pleased to receive your offer for a postdoctoral position in XXXX program. At this time, I would like to hold the offer. Per the Postdoctoral Selection Standards with Common Hold Date (CHD), I am confirming that:

  • I can hold the offer up to the Common Hold Date, which is 2/21/23 10:00 AM EST.
  • I am aware I cannot hold any other offers concurrently
  • I have or will immediately notify all lower-ranked programs that I am holding an offer from a higher-ranked program and am withdrawing from consideration for those programs. [it is understood that the applicant may be requesting to hold its lowest-ranked program. They would not have to disclose this to the program. They would only be acknowledging that they are aware they need to notify lower-ranked programs.]
  • I will notify you right away if I decide to accept your offer for a postdoctoral position
  • I will notify you right away if I receive and accept or hold an offer from a higher-ranked program and am withdrawing from consideration for your program

Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.
 

Program – Checking in with applicant 

Per the Postdoctoral Selection Standards with Common Hold Date (CHD), I am writing to check in with you about our offer which you are currently holding. I want to confirm that you can continue to hold the offer until to the Common Hold Date which is 10:00 AM EST on 2/21/23 and that my contacting you is to check in and is not intended to pressure you to hasten your decision-making or accept our offer before the CHD. I do ask that you respond to this email and confirm that:

  • You remain extremely interested in the XXX postdoctoral position and wish to continue to hold the offer.
  • You are noy holding any other offers for postdoctoral positions
  • You have notified all lower-ranked programs that you are holding an offer from a higher-ranked program and have withdrawn from consideration for those programs
  • You will notify you right away if you accept or hold an offer from a higher-ranked program

Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.

Please let me know if you have any questions or if there is any information I can provide that would help with your decision-making process.
 

Applicant – Response program Checking in with applicant

Per the Postdoctoral Selection Standards with Common Hold Date (CHD), I am writing to check in with you about our offer which you are currently holding. I want to confirm that you can continue to hold the offer until to the Common Hold Date which is 10:00 AM EST on 2/21/23 and that my contacting you is to check in and is not intended to pressure you to hasten your decision-making or accept our offer before the CHD. I do ask that you respond to this email and confirm that:

  • I am aware I can continue to hold the offer up to the Common Hold Date which is 10:00 AM EST on 2/21/23.
  • I am not holding any other offers for postdoctoral positions
  • I have notified all lower-ranked programs that I am holding an offer from a higher-ranked program and have withdrawn from consideration for those programs
  • I will notify you right away if I accept or hold an offer from a higher-ranked program

Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.
 

Declining positions and filled notification prior to the CHD

 

Applicant - Declining a postdoctoral offer

I am writing to let you know that I have accepted another postdoctoral position and request that I be removed from consideration from your program.  I greatly appreciate your consideration and patience and allowing me to hold the offer, as well as the time you have put into considering my application.

Best wishes,
 

Applicant - Declining a postdoctoral offer that had been held

I am writing to let you know that I have accepted another postdoctoral position and request that I be removed from consideration from your program.  I greatly appreciate your consideration and patience and allowing me to hold the offer, as well as the time you have put into considering my application.

Best wishes,
 

Program – We have filled our postdoctoral position

I am writing to let you know that we have filled our XXX postdoctoral position. We appreciated the time and effort you put into the application and interview process.

We wish you the best in securing a postdoctoral position that meets your training needs and positions you well for your career.
 

Notifying lower-ranked programs prior to the CHD

 

Applicant - Notifying a lower-ranked program they have accepted or held a higher-ranked offer

I am writing to let you know….

Options

  • I have accepted a postdoctoral position and am withdrawing from consideration from your program. (Or)
  • I am holding a postdoctoral position that is higher on my program ranking list and therefore am withdrawing from consideration from your program.

I greatly appreciate the time you have put into considering my application.
 

Checking in with higher-ranked programs prior to the CHD

 

Applicant - Holding an offer and checking in with a higher-ranked program

I am writing to inquire about my application to the XXX postdoctoral position and am hoping you can provide some information about where you are in your selection process and my application in particular. I have received an offer from another program and hoping that you could provide any information about my standing and where your program is in the offer process.
 

Program - Response to an applicant who is checking in with a higher-ranked program

Thank you for checking in with us regarding your application.

Options

  • Unfortunately, we have not completed our interviews yet and cannot provide you with any information about your application. We anticipate that our interviews will be completed by XXX and we will be making offers around that time. I can assure you that your application is still under strong consideration (only if true)
  • We have made an offer for the XXX position and that offer is currently being held. Per the Selection Process, it is possible that the offer can be held until the CHD 10:00 AM EST on 2/21/23, though it is also possible that it will be accepted or declined in advance of that. Rest assured, we will reach out immediately should we be in the position where we can offer you a postdoctoral position. Although not required, know that it is acceptable to reach out to check in again. Please do let us know if you accept an offer or decide to hold an offer from a higher-ranked program than ours and are therefore withdrawing from consideration.
  • We regret to inform you that the position has been filled. We appreciated the time and effort you put into the application and interview process. We wish you the best in securing a postdoctoral position that meets your postdoctoral training needs and positions you well for your career.

Please let me know if you have any questions.


Checking in with applicants continued interest prior to the CHD

 

Program – Checking in with applicant (anchor – ProgCheckInInterest)

Per the Postdoctoral Selection Standards with Common Hold Date (CHD), I am writing to confirm that you have not accepted a postdoctoral position or post-internship employment and that you still want to be considered for a postdoctoral position in our program.  My contacting you at this time is not intended to pressure you to hasten your decision-making or accept our offer before the CHD. I do ask that you respond to this email and confirm that:

  • You remain interested in the XXX postdoctoral position
  • You will notify you right away if you accept or hold an offer from a higher-ranked program

Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.

Please let me know if you have any questions or if there is any information I can provide that would help with your decision-making process.
 

Correspondence on the CHD

 

Program – Retraction for non-response on the CHD

We have not heard from you about the postdoctoral offer you have been holding. Per the Postdoctoral Selection Standards with Common Hold Date (CHD), we are retracting the offer.
 

Program - Making a postdoctoral offer

Congratulations!  We are very pleased to offer you a position in our postdoctoral program in XXXXXX. Please respond to this email as soon as possible (and within one hour), letting us know if you wish to accept, decline, or hold the offer.  Our program follows the APPIC Selection Standards and we want to remind you of a few requirements, depending on whether you accept, decline or hold the offer.

If you choose to accept the offer, please respond to this email as promptly as possible and within one hour indicating your acceptance. After responding to this email accepting this position, please immediately notify all other positions for which you interviewed that you are withdrawing because you have accepted an offer. Please note that this offer is considered a binding professional agreement and we would expect that you will no longer pursue other employment or training opportunities following this acceptance.  Reneging on this offer to accept another postdoctoral position or job at a later date would be considered unprofessional behavior.

If you choose to decline the offer, please respond to this email as soon as possible (and within one hour) indicating that you are declining the offer. This will allow us to offer a position to the next-ranked applicant.  Timely notifications are key to an effective postdoctoral selection process for all programs and applicants.

If you choose to hold the offer, please respond to this email (and within one hour) indicating that you want to hold the offer.  In addition, consistent with the APPIC Postdoctoral Selection Standards, please explicitly indicate in your response that you are aware of and agree to the following:

  • You can hold the offer for up to 2 hours.
  • You cannot hold any other offers concurrently.
  • You will notify all lower-ranked programs that you have received an offer from a higher-ranked program and are withdrawing from consideration for that program.
  • You will notify me immediately should you choose to decline this offer in favor of a more preferred offer.

Please let me know if you have any questions about the above.  The APPIC Communication Templates should be very helpful in your response. Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.

Per the Postdoctoral Selection Standards with Common Hold Date (CHD), please note that if we do not receive a written response acknowledging this offer within one hour from the time the email was sent, the offer can be retracted and offered to another applicant.

We look forward to hearing from you! 

 

Applicant - Holding a postdoctoral offer 

I am exceptionally pleased to receive your offer for a postdoctoral position in XXXX program. At this time, I would like to hold the offer. Per the Postdoctoral Selection Standards with Common Hold Date (CHD), I am confirming that: 

  • I can hold the offer for up to two hours.   

  • I am aware I cannot hold any other offers concurrently 

  • I have or will immediately notify all lower-ranked programs that I am holding an offer from a higher-ranked program and am withdrawing from consideration for those programs. I will notify you right away if I decide to accept your offer for a postdoctoral position 

  • I will notify you right away if I receive and accept or hold an offer from a higher-ranked program and am withdrawing from consideration for your program 

Abiding by these expectations helps ensure that the national postdoctoral selection system unfolds fairly and fluidly; applicants and programs all have a part to play in facilitating an effective system.