Email Communication Templates
For Postdoctoral Applicants
The APPIC Postdoctoral Committee has developed the following email communication templates to facilitate communication between Programs and applicants and to support understanding of and adherence to the APPIC Selection Standards and Common Hold Date (CHD). 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 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).
Offers and acceptances prior to the Common Hold Date
Applicant - Accepting a postdoctoral offer
I am pleased to accept your offer for a postdoctoral position in XXXX program. Per the APPIC 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.
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 pleased to accept your offer for a postdoctoral position in XXXX program. I greatly appreciate your allowing me to hold the offer. Per the APPIC 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.
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 Common Hold Date
Applicant - Holding a postdoctoral offer (because they have not completed interviews)
I am 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. I will contact you as soon as I am able with an update. Per the APPIC Postdoctoral Selection Standards with Common Hold Date (CHD), I am confirming that:
- I can hold the offer until the Common Hold Date, which is 2/24/25 at 10:00 AM EST.
- I am aware I cannot hold any other offers concurrently.
- I have or will immediately notify all lower-ranked Programs (if applicable) 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 decide to decline your offer.
- 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.
Applicant - Deciding to hold a postdoctoral offer
I am pleased to receive your offer for a postdoctoral position in XXXX program. At this time, I would like to hold the offer. Per the APPIC Postdoctoral Selection Standards with Common Hold Date (CHD), I am confirming that:
- I can hold the offer until the Common Hold Date, which is 2/24/25 at 10:00 AM EST.
- I am aware I cannot hold any other offers concurrently.
- I have or will immediately notify all lower-ranked Programs (if applicable) 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 decide to decline your offer.
- 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.
Applicant - Response to program checking in with the applicant
Thank you very much for your email checking in with me on my decision process. I appreciate your continued interest in selecting me for your position. At this time, I would like to continue to hold your offer. I acknowledge the following expectations:
- I am aware I can continue to hold the offer until the Common Hold Date which is at 10:00 AM EST on 2/24/25.
- Per the APPIC Postdoctoral Selection Standards with Common Hold Date (CHD), I am not holding any other offers for postdoctoral positions.
- I will notify you right away if I accept or hold an offer from a higher-ranked program.
Declining offers prior to the Common Hold Date
Applicant - Immediately declining a postdoctoral offer
I am writing to let you know that I have accepted another postdoctoral position and am therefore withdrawing from consideration for your program. I greatly appreciate your consideration and the time you have put into reviewing 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 am therefore withdrawing from consideration for your program. I greatly appreciate your consideration, allowing me to hold the offer, as well as the time you have put into reviewing my application.
Best wishes,
Withdrawal from lower-ranked Programs prior to the Common Hold Date
Applicant - Withdrawing from consideration
I am writing to let you know….
Options
- I have accepted a postdoctoral position and am therefore withdrawing from consideration for your program. (Or)
- I am holding a postdoctoral position that is higher on my program ranking list and therefore am withdrawing from consideration for your program.
I greatly appreciate the time you have put into considering my application.
Checking in with higher-ranked Programs prior to the Common Hold Date
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 your consideration of my application. I have received an offer from another program (that I am holding) and am hoping that you could provide information about my standing and where your program is in the offer process.
Offers from Programs not following the Standards
Applicant - Responding to an offer from a postdoctoral program not following the Standards
I am pleased to receive your offer for a postdoctoral position in XXXX program. I have applied to several Programs that are following the APPIC Postdoctoral Selection Standards with Common Hold Date (CHD), and I have not yet completed all interviews. I am very excited about your program but would like to make my decision after gathering information through the interview process and knowing my standing with all Programs to which I applied. Would you consider allowing me to hold my offer until the Common Hold Date of 2/24/25?
Correspondence on the Common Hold Date
Applicant - Holding a postdoctoral offer
I am pleased to receive your offer for a postdoctoral position in XXXX program. At this time, I would like to hold the offer. Per the APPIC 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