Making a job offer
Now that we are coming out of the recession, it may be that you will again be taking on new staff. If you haven't done this for some time, you may not be aware of the tighter duties regarding checking the right to work in the UK, or the cases where employers have failed to realise that they are liable for an employee who drives on business without a valid driving licence. Click here to read our essential steps to complete your recruitment project.
Terms
Decide on the terms of the job offer. Bear in mind it is harder to change terms and conditions at a later stage, so ensure you get this right at the beginning!
We would recommend that any offer is made subject to references which are satisfactory to you, and also subject to a satisfactory medical examination if appropriate. You may also wish to consider any other essential qualifications such as academic qualifications, professional qualifications, or driving licence. A CIPD survey found that one in four employers withdrew job offers in the previous year because of CV fraud and a similar proportion dismissed for the same offence - so if any of these are essential for the particular role, make this part of the offer and ensure that your candidate provides proof of the qualification prior to starting work. We would always recommend that you ask to see the original documents, and take a copy of these.
Make the offer
You may prefer to make the job offer verbally before confirming it in writing. This is a more personal approach, and may save you unnecessary effort if the candidate has decided he/she does not wish to join you!
If the candidate is interested in your offer, then prepare your offer letter. We would advise that you include a deadline for a response - after which, if the candidate has not accepted, your offer will be withdrawn.
Prepare the contract of employment
Prepare a tailored statement of terms and conditions, or contract of employment. This sets out the details you are legally required to provide the employee within eight weeks of him/her joining you.
We would always advise that this is sent out prior to the employee joining you - that way, the employee has the full details of the terms and conditions and any queries can be resolved in advance.
Offer Pack
Send an offer pack to your chosen candidate including:
- The offer letter
- Two copies of the Statement of Terms and Conditions or contract of employment. The employee signs and returns one copy and retains the other.
- Details relating to the pension scheme, car policy, private healthcare cover etc if applicable.
- A copy of your Employee Handbook, if you have one.
References
Ask your candidate for the contact details of two referees whom you can approach for a reference. Where possible, we would recommend that this should always include the current employer, and the second would preferably be a past employer, rather than a personal reference. We would always advise that references are taken up - even where you know the candidate personally, or he/she has previously worked for you in a different position.
The BusinessHR website offers you three different template letters and forms for references as follows:
- Employers' reference
- School/college reference
- Personal reference
Chase up any references which aren't received - you may even wish to delay the employee starting until you have received references which are satisfactory to you. Bear in mind that if the references are unsatisfactory and you have made the offer conditional on receiving satisfactory references, you can withdraw your offer without the need to give notice (or pay in lieu), provided that this is done before the employee joins you - once the employee has started working for you, statutory notice would need to be served. You may like to read the guide on the BusinessHR website to taking up references.
First-day reporting instructions
Once the candidate has accepted the offer, write to confirm the first-day reporting instructions. Ask the employee to bring (or send to you in advance) proof of his/her right to work in the UK, together with the originals of any qualifications essential to the job, and driving licence (if the employee is required to drive on business). Also ask the employee to bring his/her P45 if appropriate.
You may also wish to enclose a bank details form and a personal details form and ask the employee to complete and either return these to you, or bring them on the first day. This will save you time on your administration and ensure these are completed on time.
Personnel file
Set up a personnel file for the candidate. You may wish to include the BusinessHR personnel file checklist at the front - this acts as a handy prompt at the front of the file to check that you have received all of the necessary documentation.
Payroll
Ensure that the details of your new employee are sent to your payroll department, so that they can activate a record for the new employee.
Induction
Arrange an induction programme to welcome the new employee, to help him/her to settle in and to contribute to the success of your business as soon as possible. Time spent on inducting a new person to your team is time well spent. It's a unique opportunity to convey your culture and values to an enthusiastic new employee. Ensure that you fully cover your HR policies and procedures, that essential health and safety issues are covered and any training provided and that your employees are aware of your rules – this includes all temporary and casual employees, who are just as likely to have an accident as any other new recruit.
- Institute of Hospitality members have free access to the BusinessHR website which offers a wide range of practical advice on all aspects of HR, together with template letters, forms, policies and checklists which can be customised to suit. Why not register and take a look today at how this can help you?
Comment on "Making a job offer"
Subscribe in a reader 
