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The Overqualified Candidate Rejection Letter is a critical HR document used in the Netherlands when declining candidates whose qualifications significantly exceed the position requirements. It must be crafted in accordance with Dutch employment law, particularly the Equal Treatment Act and GDPR requirements, to avoid potential discrimination claims while maintaining professional relationships. This document is typically used when there are legitimate business concerns about hiring overqualified candidates, such as retention risks or misalignment with role scope. The letter should focus on organizational fit rather than explicit overqualification to minimize legal risks. Under Dutch law, employers must ensure their recruitment processes are transparent and non-discriminatory, making the proper documentation of rejection reasons essential for compliance and risk management.

1. Company Header: Company letterhead including full legal name, address, and contact details

2. Date and Reference: Current date and any relevant reference numbers for the application

3. Recipient Details: Candidate's full name and contact information

4. Subject Line: Clear reference to the position applied for and application date

5. Acknowledgment: Thank the candidate for their interest and time invested in the application process

6. Decision Communication: Clear but diplomatic statement of the rejection decision

7. Professional Explanation: Brief, objective explanation focusing on organizational fit rather than overqualification

8. Positive Feedback: Recognition of the candidate's strong qualifications and experience

9. Closing: Professional closing with good wishes for future endeavors

10. Signature Block: Company representative's name, title, and signature