Suggestions for refusing a potential volunteer:
There are times when you decide a potential candidate is not suitable for your program, either after you meet with them for an interview, or after contacting their references. It is best to notify them of your decision as soon as possible.
Review their application form and the notes you took in the interview. After you have introduced yourself, lead into the conversation by identifying some of their strengths:
"I was impressed by your qualifications in_________________________________ However, there were several well-qualified candidates who applied for the same position, and we've decided to offer the position to someone else."
Or, if it applies, focus on the absence of a match between the candidate's abilities and the specific requirements of the position:
"As you'll recall, one of the most essential requirements of the position was the ability to:_________ Unfortunately, that was one area where we felt you didn't have enough experience. Perhaps you should consider enhancing your skills in this area so that you'll be better qualified for this type of volunteer opportunity in the future."
Explain that there are no openings for them at the present, in the areas they want to volunteer in, and condlude by thanking them for their interest, and wishing them better success with another agency.