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So, you’ve found the
perfect candidate for the position you were seeking to fill. Now
what? Here are some reasons why companies
should put the offer in writing.
Job offer letters start the employment
relationship off on a positive note. Say as much as you can about
the job and its responsibilities,
but make sure to avoid promising more than you can deliver.
Keep the tone direct and positive. Let the candidate know that they
were chosen specifically and that you recognize the skills
and
experience they bring to your company. All this encourages
new employees to feel confident, not only of their decision to have
accepted your job offer, but in their ability to perform the
job itself.
Job offer letters also serve as the legal basis for employment.
Before you send the job offer letter to the chosen candidate, make
sure that you can stand behind its contents. Check with colleagues
or consult a lawyer if you have questions. The letter is, after
all, legally binding. You should be fully satisfied that the terms
and conditions you have spelled out for the new employee are exactly
what they should be.
Facts to include in a job offer letter:
- Salary: State the starting salary,
frequency of payment and method of payment, such as by cheque
or direct deposit. If your
company offers performance bonuses or stock options, state
these clearly and in full
-
Benefits: Briefly describe the benefits
coverage provided by your company such as dental, health
and/or other types of insurance.
Note that benefits information will be communicated in further
detail upon orientation of the new employee
-
Dates and Times:
Be explicit. For instance, state when you want the signed
offer returned, the length of the probationary
period
(if appropriate), expectations concerning hours of
work per week, and the job start date and time
-
Name
Relevant Documents: If your company requires new employees
to sign other documents,
such as non-confidentiality
or non-compete
agreements, attach them to the offer. Remember to note
when you want these returned by.
A job offer letter allows you to itemize
the facts about the offer, outline the job’s responsibilities
and highlight relevant details about the company. In the event
that the candidate requests
to negotiate issues like salary or vacation, the job offer letter
serves as the critical reference point. If the candidate accepts
the offer, the letter serves to promote communication and to help
orient the new employee to the business environment before they
actually start their first day of work.
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