We’ll guide you on how to create an enticing job offer that leaves no room for doubt.
In this article, you’ll learn:
- The basic principles of creating an offer
- Why personalization is important and how to achieve it
- How to structure the process of sending an offer and following up with candidates
A job offer reinforces the agreements made with the candidate during the negotiation stage. However, simply stating the company’s name and salary offer is no longer sufficient. Your offer must be compelling and competitive.
Choose an appropriate tone that aligns with your company culture, but keep your language clear and transparent to avoid confusion.
To save time, you can prepare several job offer templates. However, each offer must be customized for the candidate and the proposed position.
Step-by-Step Guide to Crafting an Attractive Job Offer
1. Company Information
Start by prominently displaying the company name, logo, and contact details. This information can be placed in the upper corner of the job offer document, creating a professional letterhead that can be used as a template for future offers.
2. The Document Title
Ensure that the candidate immediately recognizes they have received a job offer. In the center of the document, write a clear and concise title such as “Job Offer” or “We Invite You to Join Our Team!”
3. Personalize and Appreciate the Candidate
Take this opportunity to address the candidate by their name and express your gratitude for their participation in the interview process. Highlight the positive aspects of their performance, such as thanking them for their time, praising their test task results, and emphasizing how their skills and competencies will contribute to the team’s success. Keep the message brief but sincere, making the candidate feel valued and important to the company.
4. Job Details
Clearly state the job title, the name of the supervisor, and the position’s place within the company structure. This information should be presented in a straightforward manner to avoid any confusion or ambiguity.
5. Job Responsibilities
Concisely and realistically outline the candidate’s expected tasks and areas of responsibility. Be specific about the key responsibilities associated with the role, ensuring the candidate has a clear understanding of what is expected of them.
6. Working Conditions and Compensation
Quite voluminous and one of the most important points, which includes perks, bonuses and so on:
- The duration of the probation period. Salary for the probation period.
- Salary after the end of the probation period. What determines whether there will be a salary review.
- KPI for the probation period: the candidate has to clearly understand by what criteria they will be evaluated.
- Prospects for growth and development: outline the trajectory without going into details, it is important for the candidate to have a rough idea of what kind of future they can expect in your company.
- Work schedule, form of employment.
7. Benefits and Compensations
Highlight all bonuses offered by the company. This is an opportunity to showcase the HR brand. Instead of focusing on trivial perks like office cookies, emphasize valuable benefits such as internal and external educational opportunities, well-being programs, sports compensation, and foreign language training. Even if the candidate ultimately declines the offer, they will remember the attractive benefits your company provides.
Remember to personalize the offer by mentioning any specific elements that were discussed during the interview and are important to the candidate.
8. Relocation
If relocation is required, clearly outline the company’s support in this regard. Specify that the company is willing to cover housing expenses, provide assistance from a realtor, offer a one-time relocation bonus, cover transportation costs, and help with necessary paperwork, such as obtaining work permits.
9. Start Date
Specify the expected start date for the candidate’s employment.
10. Decision Deadline
Provide a realistic timeframe within which the candidate should make a decision. Avoid undue pressure, but also ensure that the decision-making process is not unnecessarily prolonged. Typically, giving the candidate a few days to consider the offer is optimal.
Include the contact details of employees who can be reached for any questions or clarifications. By demonstrating your willingness to engage in communication, the candidate will feel valued and important. Lengthy hiring processes often result in candidates rejecting offers, so maintaining good communication is crucial.
11. Be Honest
Avoid embellishing or withholding information in the offer. It’s important to be transparent because any discrepancies will eventually be discovered once the candidate begins working. Such a situation can lead to significant losses, as the person may leave the company, necessitating a restart of the hiring process.
12. Privacy Clause
Include a privacy clause in the offer, stating that the information provided is confidential and intended solely for the future employee’s reference.
Sending the Offer
1. Attach the Offer to the Cover Letter
Attach the job offer document to your cover letter, which can be slightly less formal than the offer itself.
2. Use the Same Email Thread
Send the offer from the same email address that was used for all previous communication with the candidate. Include the hiring manager and any other employees involved in the hiring process in the email’s copy (CC) field.
What to Do If the Offer Is Denied
If a candidate denies the offer or requests more time to consider, it is crucial to maintain effective communication.
Take the following steps:
1. Initiate Personal Communication
Reach out to the candidate personally, preferably by phone, to understand their reasons for declining the offer or expressing doubts.
2. Explore Counter-Offer Options
If the candidate received a more attractive offer from another company, consider making a counter-offer. Prior to making the counter-offer, ask the candidate about their salary and bonus preferences to tailor it to their needs.
Exercise caution: If the candidate is unable to articulate their requirements, threatens to leverage another offer, or raises salary expectations without valid justification, they may be acting in bad faith. If your suspicions are confirmed during further negotiations, it may be best to discontinue the dialogue. Wish them well in their career and continue the search for the right candidate.
”Experienced recruiters often have a good understanding of why a candidate may reject an offer. As a result, they always have a plan of action in case of refusal.
However, regardless of the situation, it's important to initiate communication with the candidate first. If you're unsure about the reasons for their refusal, having a personal conversation can help shed light on the situation. There might still be an opportunity to influence their decision by working with the hiring manager to offer additional incentives such as a higher salary, bonuses, or the option to work remotely – whatever is important to the candidate.
If the candidate simply doesn't see themselves fitting in with the company or doesn't feel that the offer aligns with their expectations, part ways on a positive note. Take the opportunity to learn what didn't resonate with them in your offer. Identifying any recurring mistakes on your part gives you a chance to address them and improve for the future.
It's also essential to have a backup plan when extending an offer. Continue working with other candidates actively or passively to ensure you have alternative options.
Stay engaged in the communication process throughout all stages. This proactive approach allows you to anticipate potential rejections and minimize the likelihood of them occurring.
