Making the Offer
The foremost consideration on how to make a job offer is to check the recruitment records. The candidate might have specified a preferred time to contact, or mode of contact, not wanting to speak about a new job in the midst of the present job, or an offer letter coming out of the existing employer’s fax.
The usual procedure of making a job offer is through a telephone call. There is however, no hard and fast rule, and an offer can be through email, fax, post, or even in person. Verbal offers however always require follow up with a written offer.
The key to making a successful offer is being clear and including comprehensive information. While a telephone conversation need not detail all the required elements, it should consider basic details such as salary, benefits, and other important information, with the request to the candidate to check email or fax, or await the post for the detailed offer letter.
Providing comprehensive information reduces the chance of miscommunication. Refraining from making unrealistic promises ensures that the candidate does not join with false expectations and become disillusioned soon after. For instance, mentioning four weeks of vacation time in the offer letter when no one in the company gets more than two weeks is sure to cause disillusionment.
Most employers provide the employee with reasonable time, usually three days to a week to confirm the offer before assuming the candidate is not interested.
Probing the reasons for candidates declining job offers provides the company with an option to allow negotiations with the candidate on salary or other benefits at this stage. Some candidates might initiate the negotiation themselves while responding to the offer. If such job offer negotiations take place, the company should send a revised offer letter, if required, at the conclusion of the negotiations.