new hire Archives - High Performance Coach Cindy Donaldson

The Employment Offer Letter – When to Send it, and Why You Need it!

It’s been a long and grueling search to find the perfect candidate who’s not only qualified for the job opening, but also fits your company culture, embodies your Core Values, is within your salary range, and is ready to hit the ground running. So, what’s next? Making them an offer of course!

Most people will call a candidate on the phone and share the good news with them. It’s the perfect time to lay out what the initial offer will be and allow them to ask any immediate questions. Since you already know the candidate’s salary requirements, and most companies address the benefits of the job beforehand – there really should be any sticker shock on either end.

A simple, and easy way to follow up the conversation is to then let the candidate know that you will be sending a formal offer letter via email. This allows the candidate time to process all the information, review it with a spouse or trusted friend, and not be pressured to make an immediate decision.
While a handshake may have been the preferred method of acceptance in the past, you should require your new hire, upon final negotiations, to sign and return the offer letter back to you. Here’s a few items that we suggest you include in any offer letter:

Congratulatory/celebratory comments. Express your excitement about them joining the team.
The company/organization. Include the specific company name or department that the new hire will be working for along with their official title.
The job requirements. Briefly touch on the key requirements again for the position.
The supervisor. Who will the person report to, and what is their title.
Conditions of employment. If your company performs any drug or background checks be sure to indicate that employment is contingent upon the results of these checks.
The pay and benefits available. Is the position full time or part time, temporary or regular, and exempt or non-exempt? Make sure to clearly list these along with the hourly or weekly pay. Also include any guaranteed bonuses, overtime eligibility, and what benefits the employee may qualify for.
Hours and where to report. Clearly lay out the expected working hours and where the employee should report to for their first day of work.
At Will Employment. Probably the most important thing to include in your letter is a statement of “At Will”. You do not want the employee to believe that your offer letter is a contract for employment.
Conclusion: Let the candidate know what to do next. List the start date of employment and when you require the candidate to accept the offer by. Also provide them with instructions on where to return the signed letter and any next steps.

A job offer letter allows you to itemize the facts about the offer, outline the job’s responsibilities and highlight relevant details about the company. Candidates may be uneasy without an offer letter and might wonder about the organization’s commitment to them in the long run if they are not even willing to commit at the beginning.

Creating an offer letter doesn’t need to be a daunting task. Simply create a template so that each time you want to make an offer of employment you can easily fill in the specific/unique pieces for the candidate. By using an offer letter, you can convey to your new employee that they are joining a professional organization.

The one thing your business MUST have – but many go without…

Leave a Comment / Featured, Must Read Blogs, Operations, Uncategorized / By Cindy Donaldson / March 23, 2017 / communication, employee, employee handbook, handbook, jenn donovan, new hire, policies, policy, procedures, PTO, red barn consulting, Vacation

You guessed it…Ah, the humble employee handbook — How little it’s appreciated. I’m often surprised when I begin working with a company and I ask to see their employee handbook and I get the “Yea, it’s on our to-do list – we are a small company though so it doesn’t really matter…..does it?”

It does.

Forget the obvious – you don’t have PTO days or holidays structured and in writing, there’s no written policy in case of harassment issues, or what the lay of the land is if an employee should leave or break a rule (that may or may not be written in stone).

Many companies that have an employee handbook, updated by HR every three years, given out in the introduction pack for new starters, and seldom referred to again, it leads a small and solitary life — It doesn’t have to be this way.

Used well, the employee handbook can become a vital resource for the way your business does things. Imagine having a living, breathing document that:

• Lays out reasonable, agreed upon policies in an easy to understand way.
• Shares the best ways to work to keep everyone productive.
• Has hints and tips on best practice.
• Keeps everything clear and consistent across your business.

That sounds pretty great, right?

And….you don’t have one. It’s o.k. we aren’t here to judge (not really) – we’re here to help you get started!

So, how do you go about creating this wondrous thing? Glad you asked…

Involve everyone in creating and rewriting the employee handbook. The best way to get people to care about your employee handbook is to involve them in writing it. Ask your employees about what they want it to cover, get feedback on your policies, put together a focus group. Let your teams know it’s a way to get invested in how they work day to day — They can have a direct impact on doing things better.

Talk through and get feedback on your business policies and procedures. Your policies and procedures impact everyone in your business. Encourage your employees to discuss and suggest improvements. That will encourage them to read through and understand your procedures and policies and help them feel accountable for any changes.

Make your employee handbook easily accessible to everyone. Save the trees! If you print out your handbook, it will just end up in the back of a desk drawer, gathering dust. Put your handbook online, on your intranet or a private website. Make sure it’s properly hyperlinked, has access to other resources and is easily searchable. Include a direct link to it on the front page of your intranet. Make sure that all of the language in the handbook is easy to understand and avoid jargon.

Ensure it’s about more than just policies and procedures. The best way to get people to use the staff handbook is to make it useful. Rather than just being about how you do things, how about having links to online training, best practices, explainer videos, or discussion groups? Make the handbook itself interactive — Get people to share their experiences and successes.

Regularly reference your handbook in communications. When you send out emails and other communications to your teams, reference the staff handbook. Highlight it as the central resource for your employees to source their information. Make people rely on it, and it will become their go to.

Your employee handbook is one of the best ways to influence your employees and encourage them to work better. When you use plain language, involve them in writing it, discuss policies and procedures, and make it truly useful, it’s better for everyone.

Oh, and yes we still believe employees should sign something that says “Hey, I read the handbook”. It might come in handy one day.

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