Making
an Offer
Once the selection committee has chosen a preferred candidate and references have been checked, it may be time to extend an offer of employment. The timeliness of the offer is important, especially in a competitive market, where sought-after candidates may be competing for multiple positions. The manner in which the offer is extended is important because it sets the tone for the employment relationship. Presenting Western and the position in a positive but realistic manner and making the candidate feel important and welcome ensures a positive start. Offers are usually made by phone and followed up in written form.
When contacting your candidate of choice, ensure that the call is made in confidence and that the candidate is in an environment where they can speak freely without interruptions. When making the offer, be sure to include the following:
- The title and department of the position
- The position level (i.e. salary grade or classification)
- The employee group (i.e. PMA, UWOSA, etc.)
- The salary (Sometimes this will include a discussion about the salary range. For PMA level positions, if the salary to be offered is above Job Rate, HR approval must be sought in advance. Offers for UWOSA positions must be made somewhere between the Minimum and the Normal Maximum of the range. Be prepared to negotiate, if necessary, by being familiar with the range, your budget, and internal equity considerations. If in doubt, contact your HR Consultant.
- Health and Safety training requirements. New employee must complete WHMIS training and Employee Health & Safety Orientation and any other applicable training.
- Start date (This may need to be negotiated also. Be prepared to be somewhat flexible, if necessary, but also be clear on the extent to which you are willing to wait.)
- Orientations: explain that, if they accept, they will be invited to attend an orientation session with Pensions & Benefits, one with a Human Resources Consultant (Staff Relations) and a corporate orientation, the “Western Welcome”. Explain why these are important for a successful start.
- Probation period (if any) as per policy/collective agreement and what that means.
- Benefits: explain that Western offers a very attractive pension and benefits package. Answer their immediate questions which will help them in their decision making, but also reference the orientation session with Pensions & Benefits, should they accept
- Where
applicable and a condition of employment, perform criminal
checks and confirm credentials.
If the candidate accepts, let them know they will be receiving a written letter with all the details and an offer package which will include all pertinent information (i.e. orientation sessions, parking passes, where they are to report, etc.).
Take the time to carefully respond to the candidate’s questions. Offer to find out those answers you cannot immediately provide, and be sure to follow up. If they ask to delay their decision, set a time limit for their response.
Finally, congratulate them, welcome them to Western and let them know you are pleased they will be joining your team. Refer them to the New Employee Orientation Checklist for reference once they begin at Western. The supervisor should also be made aware of the Supervisor’s Checklist for New Employees to ensure a smooth onboarding for the new employee.
Once all the information has been obtained, the salary and start date have been negotiated and the candidate has accepted, contact your HR Consultant to relay the information and to ensure the offer package is prepared and mailed to the individual in a timely fashion. Human Resources will prepare and mail the offer letter and will include an orientation schedule, parking passes for the initial two days of work and other pertinent information.
SAMPLE LETTERS
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