July 30, 2015

The Job Offer Process

The Job Offer Process


Now that you have completed the recruitment process and made an offer of employment to your candidate, what do you do next?


As we have talked about in a previous blog, you must ensure that you have checked your new employee’s right to live and work in the UK by reading through their ID such as a passport. Ensure you check the originals only and take a copy to hold on their personnel file (ideally carry this out at the interview stage and then you will know before you offer employment whether your prospective employee has the right to live and work in the UK).


Once you have completed those checks then you can move onto the next stage of confirming the offer of employment by way of a job offer letter, completing reference checks and asking for contact information.


The first document you would put together is the job offer letter – this will detail the basics of the offer of employment, such as:

  • What their job title is
  • When they will be starting
  • What their salary is
  • The amount of holidays they are entitled to
  • The length of their probationary period
  • Where and who they report to on day 1
  • That they will need to provide references


There is no obligation to send out an offer letter and some employers like to send the full contract of employment instead, however it is good practice to provide something to your new employee before they start with you so that they know at the very least the basic terms and conditions that they will be working to. Provide your employee with two copies so that they can sign both and return one to you for your records.


Along with the offer letter you can send out a form that the employee fills in and returns to you where you request them to provide the contact details of references. This is usually their last employer and one other. The point of asking for a reference is so that you can build up a picture of how your employee performed in their previous jobs, so you can ask questions such as:


  • The dates they were employed
  • Their job title
  • Their main responsibilities
  • Their reason for leaving
  • Their salary
  • Would the previous employer employ them again
  • Any other relevant comments


There is no obligation for a previous employer to provide a reference, so don’t be surprised if you don’t receive one back! These days a lot of companies provide basic information only, such as name, job title, start and end dates.


Lastly it is always a good idea to have current contact details on file for your employees as well as next of kin information. You never know when you might have to contact a member of staff or in the case of an emergency, a relative that you can call to tell them what has happened.


Put all this information together and send to your new employee along with a self-addressed envelope and on receiving the information back then you can go ahead and send out the references and keep the other information on file for future reference.


Remember all the information that you collate on your employee is private and you have responsibilities under the Data Protection Act to store it properly and safely.

HR Heroes