How To Perfect The Job Offer

21 Jan

HR Creating a System to Perfect the Job OfferSometimes, especially in the current competitive job market, deciding which candidate is the best fit for an open position may be the biggest challenge. In other cases, perfecting a job description and posting is the hardest task.  For some businesses there is difficulty in finding the time to interview each applicant.

But once a company has narrowed down the field to a few potential hires, another challenge begins. A final decision must be made and a job offer must be given out.  If this process isn’t standardized, routine, and repeatable, human resource departments can significantly elevate a key human resources metric, the cost per hire.

The first action item after a selection has been made is to conduct a pre-hiring reference check to ensure a candidate is recommended by previous employers and references.  If nothing alarming is found in the reference check the next step is to send an offer letter to the candidate.

A job offer letter should include should include a welcome statement, the position title, a start date, annual compensation and potential bonus eligibility.  Also, any agreed upon deviations should be included, such as a pre-arranged vacation.  Many parts of a job offer letter can be standardized and working off a template is a generally accepted best practice. 

To help streamline the onboarding process and help a human resources department gather necessary information each job offer letter should be accompanied by an employee information sheet, I-9 form, W-4 form, consent to physical exam form (if needed), and an employee confidentiality agreement.

Also, included in the job offer letter should be a timeframe for acceptance of the position.  A company needs to ensure that a date is given to the potential hire in which they need to respond by to accept.  This way a company will know whether to move on to another candidate in a reasonable time period.

Be sure that the top choice has accepted the job offer before sending rejection letters to other finalists. For extra precaution it may also be a good idea to wait before the person clears all checks and testing before notifying finalists that they did not get the job. That way, there is a pool of replacements available in the case that a top choice doesn’t work out.

Has your human resources department perfected the job offer?  What is your cost per hire?

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