Making an Offer

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Congratulations! You’ve made it through the interviews, employee testing and background checks and have determined which candidate would be best for the position. Now is the time to make the job offer, which is an offer that contains the details of topics such as job title, job responsibilities, salary, and benefits. The job offer can be negotiable, but in the end, it is up to you who will fill the position.

Do it Quickly

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Now that you have your job offer ready, move quickly to offer it to the candidate and let them know they have been chosen. Time is an important factor when making a job offer and bringing a new hire into the on-boarding process. If the hiring manager delays too long to notify the candidate, they can often lose their first choice because the candidate may have interviewed somewhere else or decided to take a position in another company while waiting for a response. After the final interview and reference or background checks, contact the candidate right away and share the news. This not only shows the candidate that you are interested in making them part of your team, but will help ensure that they accept your offer first before going elsewhere. 

If the candidate does not give a firm answer, agree on a deadline of when you will hear an answer from them so that your time is not wasted waiting on a response. This lets the candidate know you are interested, but will move on after a certain amount of time. If the candidate decides to decline the offer, move quickly to offer the position to the next candidate in line (based on your previously made rankings). Whomever the position goes to, the job offer process should be done quickly and efficiently to help speed up the final stages of the hiring process.

Employment Details

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Many companies make the mistake of believing that the job offer only covers the salary and benefits of a position, while the previously used job description will cover everything else. Sadly, this is not true and can often cause a lot of confusion with new hires. A job offer should be a complete package and include the details of employment, such as job title, duties and responsibilities, as well as the salary and list of benefits. This package of details should create a vivid picture of what is to be expected of the employee in the new job and what they can expect to receive in return. By leaving out certain aspects, you are misleading the candidate and not giving him the complete package.

What to include about employment details:

  • Job title
  • Assignments/daily duties
  • Hours/shifts and lunches and breaks
  • Job expectations
  • Salary information
  • Insurance
  • Benefits
  • Other information pertinent to the job

Notify Rejected Candidates

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One of the hardest parts of the hiring process is notifying the candidates that were rejected for the position. Some companies choose to omit this part, whether it is due to lack of time or simply the desire not to speak with the candidate. This step is a great courtesy to the candidates that were not chosen and allows them to move on to another company instead of waiting around for your answer. If there is a small amount of candidates to contact, a brief, friendly telephone call is the best way to inform the candidate and thank them for their time. For a larger amount of candidates, some companies utilize formal letters that inform candidates that the position has been filled and the company has decided to go with another choice. Always remember to be polite and honest – after all, rejection is never easy to hear. If possible, offer some feedback on what you did or did not like about the candidate and highlight their skill sets they presented to you. Let them know that the company does keep interview files on record and that you will keep them in mind of something else comes open.

Be Creative

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One of the great things about a job offer is that it can be negotiable and flexible, depending on the company and employee needs. When making the offer to a potential new hire, give them the standard offer the company has for the position and gauge how they react to it. If they need some change or trade off, work with them to see what would work best for them as well as the company. Many employees want to have a work-life balance, so they may be willing to work different hours to ensure they are home more or have more vacation time. Some will value working certain shifts more than others and would be willing to make a trade working holidays or weekends for this. Others may care more about profit sharing or partaking in stock options, which the hiring manager can present by offering salary deductions. Being creative with a job offer allows for the candidate as well as the hiring manager to work out what each of them want, while still achieving what is best for the position and the company in the end.

Case Study

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Angela had finally chosen a candidate for the open position in the accounting department. As soon as she reviewed all of the necessary paperwork, she knew she had to act fast to offer the candidate the job and present an offer. She decided to call her into the office and tell her about it there. When Stacey arrived, Angela offered her the open position and told her what the job offer included, such as job hours and salary. Stacey was very happy to have the job, but she preferred not to work early mornings since she has children at home. Angela was flexible with her and arranged a schedule for her to come in a little later in the morning but had to work some weekends. When the two had shook on it and finalized everything, Angela realized the next step was to contact the other candidates to let them know that they did not make the position and that the company has gone with another choice.