How to make a job offer to a candidate
Offering a job to a candidate is the final step of any successful recruitment process. Find out everything you need to know about job offers in our comprehensive guide.
After an exhaustive recruitment process that includes writing a job advert, screening CVs, shortlisting candidates and interviewing, it’s time to break the good news and offer the job to the candidate who has impressed you the most.
Once you’ve identified this candidate, you’ll want to do everything you can to ensure they accept your offer. Knowing how to approach the job offer conversation can significantly improve the chances of your chosen candidate accepting the role.
In this article, we look at how to make an offer to a candidate, with tips and insights to make the process as smooth as possible.
The job offer process
A job offer is an agreement between an employer and a prospective employee that invites the candidate to take up a role within the organisation after the interview process is complete.
This might seem straightforward, as recruiters should already be aware of the candidate’s expectations following the screening stage of the hiring process. However, understanding the process of offering a role to a candidate is key to securing the talent you want and ensuring they are onboarded seamlessly.
To begin with, there are two different approaches employers can take to offering a position to a candidate, either with a conditional offer or an unconditional offer.
Conditional job offers
A conditional or provisional job offer means that as an organisation, you’ll agree to employ the candidate in the role if your list of requirements is met. This might include clearing background checks (such as a criminal record), or the submission of certificates to confirm a candidate’s qualifications, such as a degree.
If this is the case, make sure this is clearly referenced in your written job offer, such as the below example:
The job offer laid out above is dependent on the following:
- A criminal background check (this is undertaken by the business via the Criminal Records Bureau)
- Proof of past employment (please share contact details for two previous referees)
- Valid passport or driving licence (please share photocopies)
Please complete the above within *X* working days.
With this, you might consider including a probationary period as part of the candidate’s employment contract. This means that if the candidate’s work is not up to scratch once they’ve worked with you for a certain length of time, as an employer you can dismiss them without the employee serving their notice period.
Typically, probation lasts between three and six months – it’s up to you as an employer to decide what best suits you. Either way, make sure these terms are clear in the contract.
Unconditional job offers
In contrast to a conditional offer, an unconditional job offer means that an employer is fully committed to offering the candidate the job and they are satisfied that the person meets the expectations of the role and has the skills and experience required to be successful.
In these instances, candidates are not required to complete additional checks or provide documentation before they can officially become an employee.
Once a candidate has accepted the job offer, it’s vital for employers to ensure they have a robust onboarding plan that allows them to hit the ground running. This can include:
- Setting up new employees with the right equipment
- Creating accounts and logins
- Scheduling team introductions
- Organising relevant training
How to make a job offer to a candidate
Once the interview process is complete, you’ve decided you want to make an offer and the type of offer you want to make, the next stage is making the offer itself.
In most instances, there are two phases within this process – the verbal offer and the written job offer. Let’s take a look at both in more detail.
Verbal job offers
A verbal job offer, often made during a phone call, serves as the initial bridge between an organisation and their desired candidate. This personal interaction allows hiring managers to convey that they are excited to offer the role to the candidate and provide other relevant feedback following the interview process.
By verbally offering the job to a candidate, employers can also gain insights into their immediate response and gauge their commitment to the role. This is also a great opportunity to address any immediate questions or concerns that the candidate has.
This step is invaluable in building a good relationship, a positive candidate experience and setting the stage for a successful partnership once the candidate is onboarded.
Written job offers
Once the candidate has verbally accepted the job offer, it’s time for the employer to provide them with an offer in writing through a job offer email. This is often referred to as a formal job offer letter or written offer.
This formal document encompasses vital details, such as the candidate’s start date, as well as other important information concerning the role, including the job title, salary, and other essential terms and conditions.
Below is a breakdown of what a typical written job offer should contain:
- Candidate name
- Job title
- Start date
- End date (if applicable for a fixed-term contract)
- Probation length (if relevant)
- Salary details
- Contracted working hours
- Workplace address
- Any necessary documents or references the candidate should supply (e.g., UK passport, driving licence)
You can see our written job offer template below:
Update regarding your application for *job title*: offer letter and contract enclosed
Dear *candidate name*
As discussed over the phone, we’d like to formally offer you the role of *job title* at *company name*, with a salary of *£££* per year.
Your working hours would be *9am-5pm* *Mon-Fri*, with an hour lunch anytime between *12* and *2pm*. Your start date will be *Day/Month/Time*, and your new manager, *manager name*, will meet you at *location* to welcome you.
Find attached the complete contract that you need to read, sign and return within the next 3 working days to confirm the terms of employment.
We can’t wait to have you onboard.
If you have any questions, feel free to give me a call.
Thanks
Name
Handling rejections and counteroffers
Within the context of job offers, it’s essential to acknowledge that some candidates will ultimately reject the offer you make them. Handling these instances with professionalism is crucial, as this can contribute towards a positive experience for the candidate, regardless of the outcome, and build relationships for future hiring.
Other candidates might not be satisfied with your initial offer, and therefore seek modifications through salary negotiations or suggesting alterations to the terms of the offer. Successfully handling counteroffers is crucial to a successful hiring strategy, as while you don’t want to lose out on top talent, you also need to work within the budget available to you.
Managing candidate rejections
More than half (56%) of all employers experiencing candidates rejecting a job offer. So, when a candidate does decline your job offer, be sure to handle it graciously.
Remember, rejections can occur for a variety of reasons, including:
- Candidates receiving offers from elsewhere
- Being unsatisfied with the terms offered
- A change in personal circumstances
In order to avoid rejections, wherever possible the initial offer given to the candidate should fit within the range of their expectations outlined earlier in the hiring process, which is why it’s crucial to discuss this at the interview stage.
If you do find yourself in a position where a candidate rejects an offer, try and express your gratitude for their interest in your organisation. Candidates will put a lot of time and effort into the hiring process, so acknowledge their investment and wish them well for the future.
Managing rejection like this can not only improve your reputation from an employer branding perspective, but it can also help widen your talent pool and build relationships with candidates for future recruitment.
Addressing counteroffers
Occasionally, candidates may wish to negotiate some aspects of an initial offer. This will often be based on salary, but can sometimes also include other factors, such as:
As a result, before a role is even advertised, employers should reach an internal agreement on the salary bracket and budget available. While the initial offer should look to meet the candidates’ expectations regarding compensation, it should also provide you with room for manoeuvre for a counteroffer that sits within your allocated budget.
If the candidate subsequently asks for a salary higher than the allocated budget, it’s important to avoid making any commitments until there have been further discussions with both HR and finance. Salary negotiations can take a bit of time, but with some patience, both the employer and the candidate can reach an agreement that works for both parties.
Nurturing relationships with talent
Offering a job to a candidate represents the culmination of a recruitment journey, which is why it’s crucial to approach this final step with care and professionalism. This requires understanding the nuances of the process, managing candidate expectations on when they will receive an answer, handling rejection with grace and dealing with counteroffers with a pragmatic mindset.
A positive and direct approach helps to enhance your recruitment efforts and contribute to a more seamless and fulfilling experience for your organisation and the candidates you engage with. Remember, every interaction with a candidate, even if they decline your offer or their application is unsuccessful, can leave a lasting impression and potentially open the door to future opportunities.