You’ve gone through all of the trouble of sifting through CVs, inviting candidates to interview, interviewing the potential candidates, setting candidates a task or second interview, and you and your team have chosen the perfect candidate. So how do you offer that person the job without mucking it up? Knowing how to write a job offer can be tricky. Your job offer needs to be spot on or else you could lose a great candidate. Here are some tips on how to write a job offer the right way.
Give Them a Call
You want to get the fantastic news out and call the candidate as quickly as possible. People may only check emails at set times during the day, and you want your candidate to think about your offer as soon as possible. You can ask for any relevant information and ensure they accept the job before sending rejection emails to other candidates. Make sure to tell the candidate that you’ll email the offer to them so they can check over their contract. Let them know any relevant information on the phone, and follow up immediately with an offer email.
Email Pertinent Information
Once you get off the phone, send an email straightaway. In your email, you’ll include the contract. You’ll let the candidate know that they are formally being offered the job title role, if it’s full or part time, and the annual salary. You can include any bonuses, holidays, and other considerations in the contract attached. Let them know you expect a response by a certain date to keep everything moving forward. You can let them know they can sign the contract and email it back, or they can go over it with you on the first day.
Put a Time Limit on Responses
It’s important to put a time limit on responses because if the candidate has been interviewing with several companies and has several offers on the table - or wishes to wait for another offer before deciding - that time lapse can cost your company money. Your goal is to fill the vacancy as quickly as possible so you can get back to business as usual and unburden existing employees. If the candidate doesn’t know if they want to work with your company, then you know that it’s better to go with the second or third choice candidates because you want someone who feels excited about getting a job from you. You may want to give the candidate a week or two to mull over the offer, but any longer and you’re wasting money, especially since many professional candidates require anywhere from one week’s notice to four. That means that if you wait for a response for more than a few weeks, you’ll be waiting almost a month and a half to two months before the new hire can begin. For management positions, the response time is longer: up to 3 months for managers, and up to 6 months for directors. For most employees, try and limit the time to no more than 4 weeks response time.
Have a Backup Candidate
It’s important to get a confirmation from your first choice candidate before sending out any rejections because if you send a “we’re sorry to say you didn’t get the job this time” email and then you say, “Oops! Never mind. We didn’t mean to send that… Do you want the job?” you’ll seem unprofessional and flaky. And you’ll send the wrong impression to the second-choice candidate if you end up having to choose him or her. So, it’s important to hold back from contacting your backup candidates until you know for definite your first choice is starting. But do keep these candidates in the loop. Send out a quick email to say that you're still deciding, and thank them for their patience. You may also want to keep on good terms with these candidates for future positions too. Furthermore, if you end up going with your second choice, that isn’t always a bad thing; you want the candidate who wants the job after all - and is happy with the terms of the contract.
Use a Great Template
In order to make writing job offers more simple, keep a template on hand so that each new role only requires edits instead of brand new drafting. That way you won’t forget any relevant information, and you’ll come across as professional and polished from day one.
Job Offer Template [Sample]
Thank you for attending the interview. We were really impressed with your skills and experience.
We have finished interviewing all the applicants and I am pleased to say, I would like to formally offer you the position of <job title>.
This is a full time position with an annual salary of <salary amount>.
If this role is still of interest - please could you confirm your response by <date> and confirm your notice period and earliest available start date. In the meantime, if you have any questions, please let me know by replying to this email or calling me on <phone number>.
We look forward to having you on our team.
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