How to write an offer letter: An employer’s guide
So you have invested a huge amount of time in sourcing, interviewing and identifying the right person for the job but the hard work doesn’t end there! Next you need to secure their commitment through a well worded offer letter. Here’s how…
Don’t use pre-written templates
Nowadays templates are abundant and used for letters and formalities during the recruitment process where you can insert various personal information such as name, address, start dates, salary etc. Obviously certain formalities will need to be covered off in the contract and the letter itself and whilst it’s important to be professional a slightly less formal approach sets a much more welcoming tone.
Less formal, more friendly
Take time to write something personal to say how much you are looking forward to them joining the company or at least amend your standard templates covering off any queries they had, how much you enjoyed meeting them or how you wish them success in their new role within the company. Let them know how their skills or experience will enhance your business, possibly reiterating projects or specifics you discussed at the interview. Making it less formal will increase your chances of the candidate staying with you in the light of a potential counter offer.
Once you have made the decision to offer the successful candidate the role, don’t delay, write the letter and get the contract out the same day if possible. The sooner the candidate has the offer in writing, the quicker they are able to make a more informed decision and start the ball rolling in regards to notice periods. They will also potentially need to halt any further pending applications or interviews for other roles once they know your offer is official. We would never suggest anyone handing in their notice until they have the offer in writing for various reasons – be it the offer isn’t as they thought or the offer hasn’t been signed off by the directors. The sooner they have it in their hand the better.
The small details
Despite the candidate accepting the role in theory, which is what usually happens before the offer letter goes out, the letter still needs to sell the candidate on what you are offering, so be clear on all of the benefits together with anything that has been agreed outside of the normal terms.
The personal touch
Let the candidate know they can contact you personally if they have any queries about the offer or the position. If you used a recruitment consultant they should know if there are any concerns that need covering off. However confident people may appear and whatever level their new role may be, changing jobs can be unnerving and if there is an opportunity to meet the team or join a social or team building activity before the big day, that can only help engage them further and promote your culture. The aim is to minimise the risk of them being open to counter-offers or other jobs opportunities whilst working their notice period and waiting to join you.
At Bond Williams we will be pleased to advise you about any aspect of your recruitment, selection or retention processes.
For further information please call us on 01202 233777