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Rejecting Overqualified Candidates Email Template

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Use this email template when rejecting overqualified candidates. Adding a personal touch rather than simply using a generic email is important. Not only will this leave a good impression. It will also make it easier for you to reach out to them again in the future if a more suitable position opens up.

Overqualified candidates are knowledgeable, experienced, and skilled. This makes them more likely to be a better fit for a position with more seniority in the future. If you reject them tactfully and politely, you have a better chance of retaining their interest in other positions that may come up later. Simply stating “there was a lot of competition for this position” is not applicable to overqualified candidates. It can seem offhand. 

Be aware of how you word your email. Avoid legal issues by refraining from using any discriminatory language about why the candidate was not chosen. Focus only on mentioning job-related skills and qualifications. Never say anything about the candidate’s age or sex. 

It’s better to be honest with a firm rejection than to give false hope as a way to soften your decision. If there are no other available positions, don’t promise to reach out soon. If you are only hiring entry-level applicants, don’t invite the overqualified candidate to reapply in your next application cycle. An honest rejection with feedback is much more appreciated than letting the candidate think another offer will be on its way.

Rejecting Overqualified Candidates Email Template

Subject line: Your application for the [Job Title] position at [Company Name]

Hi [Candidate Name]/Dear [Candidate Name],

Thank you for very much for applying for our [Job Title] position at [Company Name]. It was a pleasure getting to know you better and learning about your accomplishments. We’d like to let you know that we have chosen to move forward with a different candidate for this position.

We were all extremely impressed by your qualifications and your in-person communication skills. I’d like to stay in touch with you and contact you if a position better suited to your abilities opens up. 

I’d be happy to answer any questions you have or offer specific feedback about your interview if you’d like. Feel free to reach out via [email/phone]. 

Thank you again for your interest in working at [Company Name]. We wish you the best of luck with your job search.


[Your name]

[Email signature]

We hope you find this internal candidate rejection email template useful. We have a complete library of other recruitment templates. These are a great help during every stage of the recruitment process. Feel free to reach out directly to let us know if there are any other resources that would be a great asset for your business.

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