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Writing an offer letter
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Writing an offer letter
You've come this far. You've invested time and effort in identifying the right person for the job. Now you're at this stage, it's time to secure an acceptance with an appropriately worded offer letter that projects the right impression to the candidate you want.
Avoid standard letters
Most firms have standard offer letters that are inserted with name, job title, start date and salary. However, these can be easily identified by candidates. In the wake of a series of warm, friendly, face-to-face meetings, they run the risk of coming across as lazy, impersonal and off-putting – particularly if not signed by the person who actually conducted the final interview. So take the time to write something original, or at least amend your firm's standard letter so that the candidate, whose offer may have been conveyed verbally and with enthusiasm by your recruitment consultant, continues to feel wanted. If the candidate has any lingering doubts or issues, an impersonal offer letter can tip him/her in the wrong direction. Write something positive instead and the chances are higher that an acceptance will be forthcoming.
Act now
Once you've decided to make the offer, and especially if you've already asked your recruitment specialist to tell the candidate, it's best to write and dispatch the offer letter that night if possible. If the candidate is still out on interview at other jobs, a confirmed offer on the table can convince him/her to cancel these. Contrary to some perceptions, individuals tend not to calculatingly stack up offers and use them to drive up their salaries. For most people, going on interviews is time-consuming and stressful. A positive offer extended swiftly can make the world of difference. Candidates we meet will often instruct us to cancel any outstanding interviews on receipt of an excellent offer letter.
When extending an offer, certain formalities need to be respected – but that doesn't mean you need to use stiff, overly formal language. For a start, 'Dear Stuart' or 'Dear Sarah' is much friendlier than 'Mr Johnson' or 'Ms Brown' – and sets the right tone.
Sell the offer
Emphasise the most appealing benefits in the package you're offering. Conditional benefits (for instance, study support provided exams are passed) should ideally be kept in a separate document of terms and conditions or, if not, then between other benefits. The letter needs to 'sell' the offer to the candidate, which means small print and 'legalese' can unnecessarily get in the way.
Express your pleasure that the candidate has succeeded in gaining a position with your firm. However, don't assume acceptance. Certainly ask for it – but remember the candidate has a choice. You may want to refer to specific skills or experience the candidate has that would make a contribution to your business, or reiterate any particular projects you discussed at interview that you know the candidate was interested in.
In order that the candidate doesn't feel pressurised, always ask him/her to call you personally if there are any queries about the offer or any other aspect of the position. Your recruitment specialist will be in touch with the candidate anyway, and alert you to anything that needs addressing – but it adds another personal angle to the letter by making yourself available for queries too.
A personal touch
One thing candidates really appreciate is to be invited back into your offices during their notice period, to meet the team and go for drinks or lunch with future colleagues. It's much nicer for them and you that they are looking forward to their first day knowing they've already met the people they'll see they walk in.
It's also easy to forget that working a notice period can be a lonely time – and one in which successful candidates can be vulnerable to counter-offers, or open to considering other positions they see or hear about. The more you can do to keep your firm's name at the forefront of the candidates’ thoughts, the better. And by making such an invitation in your offer letter, it's a method of 'closing' that really makes an impact. If this isn't feasible, end by pointing out what action you want the candidate to take in order to accept.
Example wording
Please find below an example offer letter that you can adapt to suit your needs;
Dear Louise
I am writing to confirm our offer to you, of the position of Financial Consultant, on a salary of £45,000, ideally starting Monday 14 November. I've enclosed our terms and conditions, which set out the finer details of the offer, together with information on our flexible benefits plan.
I hope you'll decide to join us. As I mentioned when we met, the department is busier than ever. Opportunities to progress - in the short and long term - are excellent and your role will be pivotal to our success. We attach great importance to the professional development of all of our people here and I would like to think that you'd remain with us as we grow, to take advantage of these opportunities.
If you have any questions about our offer, feel free to call me personally on 020 7394 1534. Should you choose to accept, I'd like to invite you to drinks with the departmental team so that there will be some familiar faces for you when you start.
We all feel strongly that you will be able to make a significant contribution to the team and look forward to working with you. If you wish to accept our offer, please sign where indicated and return a copy to me in the envelope provided. I'll then contact you to confirm receipt and arrange a date to meet the team over the next two weeks.
Yours sincerely,
James Sutton
Managing Director
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