Make an offer
Making an offer to your preferred candidate and letting unsuccessful candidates know provides an opportunity to demonstrate how your organisation treats its workers.
The process of making an offer
- Making the offer: Once you have made your decision it is important to let the successful applicant know as soon as possible. A phone call is an easy way to do this. If they agree to accept the offer, you can start discussing practicalities such as a start date and next steps. You should then follow up this conversation with a formal offer confirming the details, which you can do in writing or by email.
- Sending the formal offer: A formal offer should include the position title, salary, location, and any conditions or arrangements such as agreed hours of work. Even if the applicant has responded verbally, it is useful to ask them to accept your offer by replying to your email (you can nominate a due date for this).
- Informing the successful candidate(s) of next steps: When you send the formal offer letter, you should let the candidate know about any remaining pre-start steps, and what to expect for their onboarding and induction process.
Managing unsuccessful candidates
The way you manage unsuccessful candidates is important and can influence how people view your organisation. There may also be applicants with skills and knowledge suited to other roles, even if they were unsuccessful on this occasion. The process for letting them know the outcome will influence their decision to apply for future positions.
Here are some tips for managing unsuccessful candidates:
- Provide timely notice: Let them know the outcome as soon as possible. That way, they are not left waiting and can get on with considering other options.
- Thank the candidate: for taking the time to go through the process. Many will invest time and effort in preparing for their application and for the interview.
- Provide open and honest feedback: If they request it, provide the candidate with feedback. Be as honest and specific as you can about why they were unsuccessful. Point out where they did well and where they could have done better. Highlight areas they could work on to improve their chances in the future (are there qualifications or experiences that they are missing, is it as simple as a compliance check?). Candidates will appreciate it.
- Ask if you can contact them in the future: If you think they might be suitable for other roles that become available, ask if you can reach out to them.
- Invite them to follow you on social media: Invite them to follow your social media so they can see what your organisation is doing and future roles that open up.
You can find guidance on structuring responses to both successful and unsuccessful candidates in the templates.