Offer approval

What is Offer approval?

A job offer approval procedure is used to submit an offer for internal approval before delivering it to a candidate. This allows the corporate hierarchy to assess the offer criteria and salary before presenting it to a candidate.

What is offer letter approval process?

When extending a job position to a candidate, you or your client as a recruiter should follow an offer approval procedure. Depending on the position, candidate, and type of business, the steps in the offer letter approval process may differ. Some of the offer approval process are as follows:

1. Verbal offer

Although it is not required, some clients may prefer that you make a verbal job offer to a candidate before sending the formal offer letter. A verbal offer approval informs the candidate of your client's selection, benefits, and next steps in a preliminary manner.

Verbal offers entail you or your client calling or potentially meeting face-to-face with the chosen candidate to discuss the offer. The conversation usually includes a discussion of the candidate's salary, job grade level, start date, and any benefits that are available to him or her (e.g., medical or dental).

2. Formal offer letter

The most important step in your offer letter procedure is to extend a formal offer letter.

In the formal job offer approval process, include information such as the job title, description, compensation, terms and conditions, candidate's name, and date. Send the candidate an email with the official offer for them to review and sign.

Give the candidate a time frame or a specific date by which you expect the offer letter to be returned (e.g., one week after).

Offer approval

3. Candidate accepts position

Accepting the formal offer letter is an important part of the offer process. If a candidate accepts the formal offer, they must send a signed offer letter agreeing to the position and terms to you or your client. If a candidate declines a job offer, the hiring and recruitment process may need to be restarted.

After you send the offer letter, the candidate may be required to go through a screening process, depending on the client. If this is the case, send an email to the candidate informing them of the next steps for any required screenings (e.g., background checks).

Keep signed offer letters and files from candidates in your recruiting software.

4. Closing the position

After the candidate passes any required screenings and accepts the position, you or your client can close or remove the posted position from online job boards, your client's website, and anywhere else the position is listed as available.

5. Welcome letter and onboarding

When the candidate is ready to begin onboarding, you or your client may choose to send the candidate a welcome letter.

A welcome letter is entirely optional and depends on the client's preferences, but it adds a more personal touch to the onboarding process.

The client must continue the onboarding process by requiring the candidate to complete employee paperwork and new hire forms.

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