Rejecting Overqualified Candidates email template

Why does it matter?

Keeping candidates up to date regardless of the outcome is important for both the candidate and the company. Being honest and communicating effectively will be more likely to encourage the candidate to apply for future vacancies.

When to send?

After a candidate has had an interview (or after an application has been submitted) but either the hiring manager or the HR department has identified the candidate as being overqualified for the role they have applied for.

What to include?

Include the below information to effectively write a rejection email for an overqualified candidate:

• The role they applied for
• Reasons for the rejection
• Why they are overqualified
• What you like about their skills/qualifications
• A request to hold their information on file

Template Email

Email Subject Line: Your application with [Company Name] for the position of [Job Title]

Dear [Candidate First Name],

Thank you for your interest in [Company Name] and application for the position of [Job Title]. We appreciate you taking the time to explore an opportunity with us. It was a pleasure to meet you during your interview.

We were extremely impressed with [Qualification or Skills]. However, we feel you are overqualified for this specific position. The reason for this is that you have [Experience/Qualification, e.g. Ph.D.) and the role only requires a [Experience/Qualifications, e.g. Associate’s degree]. We believe you would be better suited for a higher-level position that would allow you to use your skills and experience effectively.

I must stress that we do think you are a fantastic candidate, and we would love to keep your resume on file for any future relevant positions that open up. Please confirm if you would be happy for us to do so?

Thank you so much for your time, and for your interest in [Company Name]. I hope to speak to you again in the near future, and I wish you the very best.

Kind Regards,

[Your Name] 

[Your Job Title] 

[Company Name]