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Steps for Making an Offer Letter


Good news! You found the right candidate for the position and it's time to make a formal proposal. This is a stage that requires immediate action, supported by careful planning to ensure that your ideal candidate doesn't accept an offer elsewhere.

Don't delay with the proposal

When you find the perfect candidate, immediate action is essential. If a great talent is highly sought after, any delay in the offer can cause candidates to accept an offer of employment elsewhere (and even from someone in the competition). That's why it's important to act fast when it comes to making a job offer.

Agree with salary and other benefits

Establishing salary agreements is a fundamental part of a formal job offer, a certain degree of negotiation is normal.

The best candidates usually have a good idea of ‚Äč‚Äčtheir market value and that makes it essential that your minimum and maximum salary range reflects their qualifications, experience and skills.

The Robert Half Salary Guide is a useful resource at this time. Provide salary indicators and market trends so you can see if the salary you're offering is competitive - and if the candidate's expectations are reasonable.

Although salary is an important factor, candidates will want to analyze the full benefits package before deciding if they accept the position. In addition to the financial benefits, it may be worth remembering the candidate the advantages of working for your organization to the detriment of others. These differentials can include a stimulating culture of the company, formal professional development programs, career progress and opportunities for flexible work agreements.

Some degrees of flexibility can be requested if you have an excellent candidate that you would not like to lose. You may need to offer a salary higher than originally planned, but be open and transparent about how much you're willing to get.

Prepare a job offer letter

Although an initial job offer can be made verbally, it's important to make a written endorsement as quickly as possible, with a formal letter of commitment. This will describe the terms and conditions of employment and establish the basic details, including:

  • Position and name of the position offered
  • Start date
  • Workday
  • Payment and other items
  • Terms of any trial period, if applicable
  • Terms of termination of employment / prior notice

An offer of employment must be accompanied by the job description and a list of the responsibilities required for the position.

Remember that at this stage "time is money". Make sure you make a job offer as soon as you have made your choice. Candidates can get frustrated with a prolonged recruitment process, which increases the likelihood of running for positions elsewhere.

Prepare for a counter proposal

In a competitive market it's common for high caliber candidates to receive a counter proposal from their current employer. It's worth preparing for that.

If a candidate mentions a counter proposal, let him explain the circumstances. You may not be sure that switching to your organization is the right step. If that's the case, think about how you can reassure the candidate that assuming his new position is a wise choice for his career.

If the current employer of the candidate offers a salary increase or promotion, consider whether this is something that your company can realistically correspond to or if there is another type of benefit that you haven't considered.

In any case, avoid being caught in a bid with the other company. Even if you win, you may end up finding difficulties in keeping the official.

Define a deadline for a final decision

Switching to a new job is an important decision, and even if you need to fill the position quickly, be prepared to give the candidate time to consider your job offer. Offering a response time of 24 to 48 hours is reasonable - possibly longer for senior or executive positions. However, clarify that you would like to have an answer within a few days.

Waiting longer than that can be a risk. The candidate may be considering a job offer from another organization, and you don't want to be the hiring manager who missed a golden opportunity. Given that, pay attention to the warning signs that the candidate doesn't really want to work in your company. If the candidate is clearly hesitant about accepting your offer or postponing the answer, it may be time to reconsider the candidate.

By following these stages, you increase the likelihood of receiving a positive response to your offer and welcoming an excellent new official to your organization.

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