This email template is designed for HR professionals to communicate with candidates who have been interviewed but are deemed overqualified for the position they applied for. Effective communication can foster positive relationships and leave the door open for future opportunities.
Template Email
Email subject line: Update on Your Application for [Job Title] at [Company Name]
Dear [Candidate First Name],
Thank you for your interest in [Company Name] and for taking the time to interview for the position of [Job Title]. It was a pleasure to meet you and learn more about your impressive background and experiences.
After careful consideration, we regret to inform you that we will not be moving forward with your application for this position. While your qualifications are exceptional, we believe that you are overqualified for this specific role. For instance, your experience as [specific experience or qualification, e.g., a senior manager] surpasses the requirements we were seeking for the [Job Title] position, which typically calls for [specific requirements, e.g., 3-5 years of experience].
We were particularly impressed with [specific skill or achievement, e.g., your leadership in previous projects] and believe you would thrive in a role that better aligns with your expertise and ambitions.
We would like to keep your resume on file and reach out to you for any future openings that may be a better fit. Please let us know if you are comfortable with this.
Thank you once again for your time and interest in [Company Name]. We wish you the best in your job search and hope to stay connected for future opportunities.
Kind regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Communicating with candidates about their application status, even if it’s a rejection, is crucial for maintaining a positive company image. By being honest and respectful, you encourage candidates to consider future opportunities with your organization. This practice can also enhance your talent pool and foster goodwill, making candidates more likely to recommend your company to others.
When to send?
This email should be sent after a candidate has interviewed for a position but has been identified as overqualified by the hiring manager or HR team. Prompt communication is essential as it shows respect for the candidate’s time and effort, ideally within a week following the interview.
What to include?
- The position the candidate applied for.
- Clear reasons for the rejection.
- Specific details on why they are considered overqualified.
- Positive acknowledgment of their skills and qualifications.
- A request for permission to keep their resume on file for future roles.
Best Practices
- Be direct but compassionate in your messaging to avoid ambiguity.
- Personalize the email with details specific to the candidate’s qualifications.
- Ensure timely communication to respect the candidate’s time.
- Maintain a positive tone, highlighting the candidate’s strengths.
Common Mistakes to Avoid
- Avoid generic rejection templates that lack personalization.
- Do not leave candidates in the dark; timely communication is key.
- Refrain from vague reasons that do not clearly explain the overqualification.
- Do not overlook the importance of inviting candidates to apply for future roles.
