How to Improve the Offer Process in Recruitment

It is a great moment when you find a candidate who will fit well within the job opening and the company culture. Offering the position to the applicant involves going through the offer process. Below are some ways to make this procedure easier for all involved in the recruitment process.

Over the Phone or In-Person

Some businesses prefer to offer a verbal offer before the formal one, although this step is not required before sending the formal letter. A verbal offer provides an informal invitation to join the organization, whether it is through a phone call or face-to-face.

A benefit of extending an offer verbally is that it can save the hiring team the time of creating the letter if the applicant declines the offer. For example, they may have accepted a position elsewhere. If they withdraw from the hiring process, HR can move on to other tasks.

Be aware that submitting an offer verbally can be legally binding if the candidate says yes. Also, make the individual aware that receiving the job is contingent on passing certain tests, such as a background check, if applicable.

Formal Job Offer

Save time in the offer process by drafting up an offer letter template, uploading it into a system, and saving it for future use. In the template, simply put placeholders for the unique details of each position.

Among the vital details for the job offer letter are the candidate’s name, job title, description, pay, and terms of employment. Be sure to include the date, as well.

Adding a notation on it for when you expect the candidate to return the letter is also crucial. Providing a deadline encourages them to promptly send the letter to HR promptly, which can speed up the hiring process.

Gaining Approval of the Offer Letter

Before sending it to the candidate, you will have to get approvals of the letter from the necessary people. While getting several approvals makes sense for upper-level positions, it may be unnecessary for other jobs and only slow down the offer process.

Thus, looking at how many approvals are necessary is important. Depending on the position, only the department manager may need to give the nod to the letter before extending the offer to the candidate.

In many cases, the executives will already have approved the recruiting budget for the hiring plan, which gives HR a clear concept of salary ranges for positions opening up. Thus, when it comes time to make an offer, HR can draw from the approved pay range.

Acceptance of the Letter

Essential in the offer process is the candidate’s acceptance of the formal letter. If they accept it, they must send the signed offer letter back with their signature agreeing to the terms of employment. If declining the offer, you must then restart the offer process.

Also, consider speeding up the process by sending the letter electronically to candidates and enabling e-signatures, rather than waiting on the mail if sending it via the local postal service. Templates, e-signatures, and approval workflows can provide timely communication.

Automating the offer process can also provide a more positive experience for candidates that prompts them to say yes to the offer. Integrating Talcura’s recruiting software into your existing system enables you to easily take this step.

While there will be slight changes to the steps in the offer process based on the organization, position, and candidate, the tips above may simplify your procedure. Having everything ready to hire quickly helps HR onboard the future employee in less time.

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