The process of making a job offer to a candidate may appear simple at first glance: you create the offer letter, ask management to approve and send it to candidates. But each of these require time, effort and a good deal of coordination and care.
Recruiters send written offer letters to candidates upon request of the hiring manager. This means that even if the candidate rejects the offer, recruiters would still have gone through the process of creating a letter and getting approvals.
make a job offer
How many people usually need to approve an offer letter before you can send it to candidates? Some companies have many layers of approvals, including HR, CFOs, CEOs and other executives. While the time you spend to go through each of these layers might make sense for senior positions, it could be counterproductive for others.
Finding the right candidate is tough, so streamlining your job offer process ensures you have everything you need to hire fast. Templates, approval workflows and e-signature capabilities facilitate effective and timely communication, helping you offer positive experiences that compel your best candidates to join your company.
Here is an example of what to include when offering a job to a candidate. We're excited to offer you the role of [title] at [company name ]. We believe you're a great match for the [full- or part-time] [title] position. In this position, you will be expected to [duties and responsibilities]. You will start on [start date] and report directly to [supervisor's name] at [workplace address].
Making a job offer is the final stage of recruitment and selection. Once a candidate is selected, he/she will be issued an offer letter, which describes the designation, job location, role, responsibilities, remuneration, benefits, and a few terms related to the company policies.
After finding the right resource for the vacant job in the organization, the offer is prepared and released to the candidate. It is crucial at this stage to follow a correct process in order to close the deal and ensure that the selected candidate joins the organization as per the terms issued in the offer letter.
Once the salary negotiations are completed, the next step is preparing and issuing a job offer letter. During the confirmation of the job offer through phone call or mail, it is best to make the initial offer and discuss about the terms of the employment.
The process of recruitment and selection starts right from understanding the requirements, sourcing, scheduling, shortlisting, interviewing, selecting and finally issuing the offer letter. The process is not over till the candidate joins.
Employees usually have to serve a notice period before switching jobs. So, there is a time-gap of one month or so after a candidate accepts the Offer Letter till the time he joins the organization. During this time-gap, the role of a recruiter is important because the candidate may or may not join, even after accepting the offer letter! Hence, the recruiter should be in touch with the candidate through mails/messages/calls till he/she joins the company.
After days, weeks or even months of sourcing, shortlisting and interviewing candidates, you have finally identified the right candidate for the role! The next step in your hiring process is to make them a job offer.
According to Gartner, decisive hiring managers hire 10% more high-quality candidates, faster. If you hesitate and delay making a hiring decision, there is a good chance that your ideal candidate could accept another offer if they are undertaking multiple processes.
Clearly reconfirm what you are willing to pay them and the benefits they can access (this should already have been touched on earlier in the application process). This will give them an idea of the total compensation package - most importantly, this manages expectations. If you are unsure of the market rates or salaries, refer to salary guides to better understand what you should be offering in your market and industry.
If the candidate is happy with everything on the letter after checking that all details are correct, they should sign the letter, make a copy of it (so they have one for their personal reference) and send a signed copy back to you. As an employer, you should keep their signed letter on file in case there are any disputes in the future.
The prospect of losing a key team member is not attractive; beyond the costs and length of time to replace a leaver, there will be a skills hole left and their departure could cause a feeling of instability across their team. With this in mind, they may react to the news by promising your prospective new employee more money, more responsibilities and more freedom in their day-to-day activities if they stay with them - this is known as a counter-offer.
Counter-offers can also be emotionally charged, playing on any existing relationship to try and convince the employee to stay. Phrases such as You're too valuable and we need you." "We were just about to give you a promotion but it was confidential until now." and "The Managing Director wants to meet with you before you make your final decision." are all relatively commonplace during counter-offer discussions.
If you get the impression that they have received a counter-offer, you should remain calm and be diplomatic. There are a few things to consider which you should bring up when speaking to them that may persuade them not to accept it:
These pre-employment checks should only be conducted if they are necessary and for a specific purpose - if you are worried that your candidate may fail any of these checks, make sure to start the checking process earlier so to avoid any further delays to the hiring process.
It is not advisable to send a "yes or no" email or make an out-of-the-blue call asking your chosen candidate to make a decision. Rather, send an email setting up a time to speak with them about the offer you want to make and to get their thoughts on it.
During your scheduled call with the candidate, make them an informal offer, detailing what it entails, and answer any questions they may have. Before ending the call, let the candidate know when they can expect to receive the formal job offer letter.
You'll want to get to this point fairly quickly. Don't go so fast that it makes you seem desperate, but if you can get them from application to offer in two weeks, you'll beat most competitors to the punch.
Having discussed the particulars of the offer with the candidate over the phone, you can now draw up a formal job offer containing detailed information, such as the job description and compensation package they're agreeing to.
An easy, step-by-step guide to making a job offer. Includes useful tips and examples.\n","image":"@type":"ImageObject","url":" -how-to-make-a-job-offer-completed-800x800-20210125.jpeg?crop=1:1,smart&width=250&dpr=2","height":"800","width":"800","estimatedCost":"@type":"MonetaryAmount","currency":"USD","value":"0.00","totalTime":"P2D","step":["@type":"HowToSection","position":"1","name":"Get the necessary approval for the hire.\n","itemListElement":["@type":"HowToStep","position":"1","name":"Review the job requisition.\n","text":"Revisit the details of the job requisition and double-check that it has been approved. You don't want to make an offer that, it turns out, you can't back up.\n","url":" -to-make-a-job-offer#how-to-make-a-job-offer-section1-step1","image":"@type":"ImageObject","url":" -review-the-job-requisition-288x288-2020128.jpeg?crop=1:1,smart&width=144&dpr=2","height":"288","width":"288","@type":"HowToStep","position":"2","name":"Be clear on the details.\n","text":"Before you contact your chosen candidate, be sure to know the details of what you are offering and whether there is room for negotiation.\n","url":" -to-make-a-job-offer#how-to-make-a-job-offer-section1-step2","image":"@type":"ImageObject","url":" -be-clear-on-the-details-288x288-2020128.jpeg?crop=1:1,smart&width=144&dpr=2","height":"288","width":"288"],"@type":"HowToSection","position":"2","name":"Contact the candidate.\n","itemListElement":["@type":"HowToStep","position":"1","name":"Send an email to set up a phone call.\n","text":"It is not advisable to send a \"yes or no\" email or make an out-of-the-blue call asking your chosen candidate to make a decision. Rather, send an email setting up a time to speak with them about the offer you want to make and to get their thoughts on it.\n","url":" -to-make-a-job-offer#how-to-make-a-job-offer-section2-step1","image":"@type":"ImageObject","url":" -send-an-email-to-set-up-a-phone-call-288x288-2020128.jpeg?crop=1:1,smart&width=144&dpr=2","height":"288","width":"288","@type":"HowToStep","position":"2","name":"Call and make an informal offer.\n","text":"During your scheduled call with the candidate, make them an informal offer, detailing what it entails, and answer any questions they may have. Before ending the call, let the candidate know when they can expect to receive the formal job offer letter.\nYou'll want to get to this point fairly quickly. Don't go so fast that it makes you seem desperate, but if you can get them from application to offer in two weeks, you'll beat most competitors to the punch.\n","url":" -to-make-a-job-offer#how-to-make-a-job-offer-section2-step2","image":"@type":"ImageObject","url":" -call-and-make-an-informal-offer-288x288-2020128.jpeg?crop=1:1,smart&width=144&dpr=2","height":"288","width":"288"],"@type":"HowToSection","position":"3","name":"Send a formal job offer.\n","itemListElement":["@type":"HowToStep","position":"1","name":"Write a formal job offer letter.\n","text":"Having discussed the particulars of the offer with the candidate over the phone, you can now draw up a formal job offer containing detailed information, such as the job description and compensation package they're agreeing to.\n","url":" -to-make-a-job-offer#how-to-make-a-job-offer-section3-step1","image":"@type":"ImageObject","url":" -write-a-formal-job-offer-letter-288x288-2020128.jpeg?crop=1:1,smart&width=144&dpr=2","height":"288","width":"288","@type":"HowToStep","position":"2","name":"Send the formal offer.\n","text":"Be sure to send the letter or email containing the formal job offer within the timeframe you indicated to the candidate.\n","url":" -to-make-a-job-offer#how-to-make-a-job-offer-section3-step2","image":"@type":"ImageObject","url":" -send-the-formal-offer-288x288-2020128.jpeg?crop=1:1,smart&width=144&dpr=2","height":"288","width":"288"],"@type":"HowToSection","position":"4","name":"Inform the other applicants.\n","itemListElement":["@type":"HowToStep","position":"1","name":"Give the news to the people you didn't hire quickly.\n","text":"Inform all applicants that the position has been filled. Don't overlook this part as it's an important part of employer branding. Treat the candidates you passed over well and you may be able to tap them again when the right position does open, or get referrals from them in the future.\n","url":" -to-make-a-job-offer#how-to-make-a-job-offer-section4-step1","image":"@type":"ImageObject","url":" -inform-the-other-applicants-288x288-2020128.jpeg?crop=1:1,smart&width=144&dpr=2","height":"288","width":"288"]]} Job Offer Letter Examples:Here are some examples from big companies, including the offer Marissa Mayer received to become the Chief Executive Officer of Yahoo: 2ff7e9595c
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