Once the recruitment process has finished, you can select the best candidate for your latest role. After that, making them an offer is the final piece of the puzzle. And how do you go about doing that? Well, sending out a job offer letter from employer to employee is good business practice. Here’s how you let your candidate know the good news.
Conditional and unconditional offersFirst, it’s important to establish if the letter confirms whether the job offer is conditional or unconditional. With an unconditional offer, this means as soon as the candidate accepts it, there’s a contract of employment between the parties. It doesn’t matter whether this takes place verbally or in writing. As a contract exists, it can only end if the employee serves the required notice period that’s stated within the contractual terms. Or reasonable notice where this is silent. Not giving this notice will breach the contract, and could lead to an expensive employment tribunal claim. In August 2016, one business had to pay over £2,700 in notice pay even though the employee wasn’t in work yet. But can a job offer be withdrawn after acceptance? Using an unconditional offer, such as where the offer of employment is conditional upon the receipt of satisfactory job offer references, means you can if the condition isn’t met. So if references before a job offer is part of your recruitment policy, then you can use this approach to confirm whether you want to hire your employee or not. For example, if you don’t think a reference is satisfactory you can withdraw the employment offer even if the candidate has already accepted it. If this happens, there’s no need for any notice. But it’s good business practice to send a letter confirming the reason why you’ve withdrawn the offer.
Details to includeIf you’ve discussed any verbal terms with the candidate, or you’ve made a verbal job offer, then confirm this in writing. Usual job offer letters will confirm information such as:
- Job title.
- Main duties.
- Start date.
- Place of work.