Managing the offer process – Part 1: How to set up your offer process

So you’ve interviewed candidates that look good for your role and you think you’ve found the one.

All of your efforts could come undone if you don’t have a solid offer process in place.

We’re all currently facing a talent shortage, so good quality candidates will be snapped up fast; the last thing you need is an unstructured and lengthy offer process getting in the way of your company securing top talent.

Before you go ahead and make the offer

Having a clear structure in place will allow you to streamline your process and prevent delays that could cost you your candidate.

First things first

Prevent delays at the offer stage by going through the offer approval process with the hiring team during the early stage of your recruitment process.

Below are some key questions you should be asking at this stage:

  • Who needs to see this candidate before a decision can be made? Can we get them involved at one of the interview stages for 15 minutes?
  • Who are the final approvers on the offer? Is there a way we can liaise with them towards the latter end of the process (if not before) to make sure things run smoothly?
  • Where can the hiring team find the information needed to make the offer? Is there a crib sheet that I can set up to streamline the process?

Managing expectations

It’s crucial to keep an open line of communications with your hiring team and candidates throughout the process.

You want to be aware of how a candidate is benchmarking against the team’s expectations and vice versa; you want to be mindful of how the candidate expectations change throughout the process.

Having open and sometimes frank conversations surrounding expectations before you get to the offer stage can allow you to get ahead of the curve and keep any evolving expectations realistic.

Pre-close your candidates

When you’re able to offer your candidate, you want to gauge where their head is at with interviewing.

How does your company’s role compare with other companies they are interviewing with?

Have their expectations changed, and why?

Doing this before making an official offer can pre-empt any changes or pushback from candidates’ and allows you to speak to the hiring team about any concerns beforehand.

Offer templates

Setting up offer templates allows you to save time when it comes to any conversations or negotiations you may have surrounded a job offer. Whilst you don’t need to set up the offer email and offer letter until you have given the offer, having the base template done will mean all you have to do is change out the relevant information specific to that candidate or role.

Offer information

Creating a simple crib sheet to input the offer information will give you a way to access all of the information as and when needed.

We have put together a list of the basics to get you started:

  • Job title for the contract:
  • Start date (based on the candidate’s notice period):
  • Working hours and days per week (and a note around flexible working):
  • Department:
  • Line Manager:
  • Holidays:
  • Notice period:
  • Probation period:
  • Right to work status (flag any VISAs that will need to be looked into):
  • Is this candidate a referral? (If yes, list their details)
  • Position number:
  • Cost centre:
  • New or replacement:

Offer Documents

Good offer documents have a clear structure and are to the point.

Offer email

The offer email can be tweaked to get the tone of you and your business across to the candidate

Consider a subject line that makes it easy to see that this is for your company’s job offer

 For example — RE: [Company_name] Offer for the position of [Job_title] for [Candidate_name]

When it comes to the body of the email, keep it short and sweet, just mention the offer letter is attached and for them to reach out if they have any additional questions.

Offer letter

The start of the letter should reconfirm that you’re offering them the position with your company

The body of the letter should mention the key points of note for this position and what the candidate can expect to receive as an employee such as the salary and any benefits (including holidays, sick pay, pension scheme) the days and hours you’ll be working and if there are any flexible working options

To wrap up the offer email, state a clear timeline of when you’d like to receive the candidate’s response (try to be proactive and book a quick call with them on this day to run through their final decision)

Sign off with an acceptance section stating the call to action if they are happy to accept the offer

Where we come in

Identify Solutions are specialists at managing all aspects of the recruitment process; why not get in touch today to see how we could help you optimise your recruitment processes.

02920 021050 – Cardiff

02080 514777 – London

Keep an eye out for part 2 of Managing the offer process: Negotiating.

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