What You Should Do When Extending a Job Offer

When you're ready to hire someone, making a solid job offer can affect whether they accept it and whether the working relationship begins on the right foot. Here are some tips for extending a job offer:

1. Put it down on paper.

You can make a verbal offer to start, but you should make a formal written offer afterwards. Include a brief overview of the perks, the job title, supervisor, location, working hours, and starting pay. Also, clarify that the offer letter is not an employment contract.

Additionally, make it clear that the offer is conditional and list any circumstances that could cause withdrawal, such as:

• The results of a background check, 

• Drug test, 

• References, 

• Vaccination requirements, and/or 

• The person's inability to prove their eligibility for employment. 

2. Avoid surprising candidates.

Be honest with candidates throughout the pre-employment process to avoid any surprises if and when you decide to make an offer. For instance, be explicit in the job title and description that the position is entry-level. 

Transparency guarantees that the candidate joins the decision-making process with appropriate expectations and knowledge.

3. Provide them enough time to think about the offer.

Give candidates a decent amount of time to respond to your offer. Employers may provide candidates 48 hours, however, there may be situations when a longer timeframe is required, such as when the candidate must relocate. 

If the candidate is weighing several job offers, they may also request extra time.

4. Make no promises.

Avoid saying anything that can be interpreted as a promise about the length or permanence of the job relationship.

5. Ask the candidate to sign the offer letter and send it back.

Even if the candidate has already verbally accepted the offer, tell them to sign it and send it back to you. Keep the offer letter that has been signed in the employee's personnel records.

6. Don't describe pay in annual terms.

Communicate the employee's pay in hourly terms if you intend to pay them on an hourly basis. Inform the employee of their monthly salary if you intend to pay them on a salary basis. If possible, avoid stating their wage in annual terms because it may vary depending on the number of hours or weeks worked. 

Include any eligibility for bonuses or commissions, but keep the option of changing or cancelling these arrangements.

7. Be ready for inquiries. 

Be ready to keep answering crucial questions regarding the business and the position. Candidates may inquire about the dress code, perks, parking, and working environment when weighing an offer or after accepting one.

8. Don't feel offended if the candidate attempts to negotiate.

After receiving a job offer, some candidates will attempt to negotiate, particularly in a competitive labour market. The candidate might request higher salary, better benefits, a flexible work arrangement, or other perks like working from home. 

Give them a revised offer letter to sign if you are prepared to comply with their demands or if you propose a counteroffer that they accept. In order to encourage the candidate to accept, let them know if the original offer is firm and list a few benefits of working for your organisation.

9. Be open to communication.

Keep in touch with the candidate even after they've accepted your offer. Address any unanswered queries and guide them through the onboarding procedure. Inform the employee of their reporting location and any necessary paperwork way before their start date. 

An effective job offer can persuade an unconvinced candidate to accept a job with you and establish clear expectations with prospective employees.  In addition, a job offer that is transparent about wages, benefits, and other vital details might make the employee's transition easier.

Source: ADP