By: Marielle Lanoir, PHR
Employers spend countless days, weeks, months and even years searching for that “perfect” qualified candidate to fill available positions within their organizations. With the amount of time and money spent during the interview process, once that qualified candidate is found, as a hiring manager you want to ensure that you are able to get them to sign on the dotted line. As part of that process, you need to make sure you have an offer letter that leaves no question unanswered.
An offer letter is far more than a one page document with the words “you’re hired”. It is a roadmap to what your potential future employee will be doing for your organization and what they will receive in return. Candidates are not just excited about being offered a position, they are equally excited about what the position and company provides to their employees.
To ensure you are allowing your potential future employees to make a fully educated decision, here are key points to include in an offer letter.
Make sure the individual is aware of what their title will be within the organization. To many this may be of little or no importance, but some candidates find great identity in their title.
Will this position be an exempt or non-exempt position? Is the salary paid on a weekly or bi-weekly schedule?
Simply outline the month, date and year that this individual will first report to your organization for their first day of employment.
Will this employee be eligible for vacation time during their first year of employment with your organization? If so, how many days will they receive? Are the days pro-rated based on their start date?
List the holidays that your organization observes during the calendar year.
This is a great opportunity to attach a job description. Again, though they have already reviewed this, it is to ensure that the individual is fully aware of what the position entails.
Is this position one which is benefit eligible? If so, include a benefits package with the candidate’s offer letter. Make sure that this benefits package includes all information pertaining to health, dental and vision insurance, as well as the associated costs that the employee would be responsible for. Make sure the employee understands your 401k package or any other “benefit” related items (ie: life insurance, pension plans, stock options etc.).
Is this offer of employment contingent upon a background check? If so, make sure the candidate has signed off on appropriate background release forms and is aware that though they may accept the position, it is not final until the results of the background check have been completed and found acceptable to the organization.
Though there are many other items you can include in your company’s offer letter, these are simply a few that will make sure your future employee is fully informed!