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How to Write a Sales Job Offer Letter
So you have found the perfect candidate for your sales vacancy. You were impressed enough to invite them to a face-to-face interview. You got to know them in the first round, grilled them in the second round, and they've impressed everyone that they've met along the interview path. So, it's time to offer them that all-important job, but you're unsure how to construct the offer letter.
A job offer letter confirms the details of an offer of employment and should try to contain the right mix of friendliness, optimism, and disclaimers. It should further include details such as job description, reporting relationship, salary, bonus potential, benefits, vacation allowance, probation period, start date, notice period and more. The letter generally confirms the terms that the employer and the sales candidate (or via the sales recruitment agency) has negotiated and agreed for the candidate's employment.
The job offer letter can be sent via email through conventional practice is to send by email and then follow this with a copy in the form of a letter via post. Ensure that you can confirm what you offered verbally in writing to ensure there are no unfortunate misunderstandings in the first few weeks of your new employee's service.
Make sure that you include as many details as possible within the job offer letter - these can be as attachments or enclosures so the candidate has enough helpful information that will aid in helping them make an informed decision. It must never be forgotten that the candidate might receive other job offers (lucky them!) therefore you may be competing for their attention and employment.
Commonly, the candidate would have indicated if they will accept the position, under the stated terms (prior to the drafting of the letter) through a 'verbal offer' this will be done either directly or through your agency. Do regard the verbal acceptance as tentative until the offer letter and the confidentiality agreement are signed if you use one. Your offer letter should be signed by the hiring manager, HR or a company director (or, in some cases, two or more of those detailed).
Decisions, Decisions When Writing A Job Offer Letter
No one (with any sense) resigns from their job until they have an offer of employment in writing (unless there are external factors such as redundancies). If you leave it too long before contacting the chosen candidate - your silence may act as a 'no thanks'. It is suggested that a job offer in writing should be sent within 24 hours of the interview - the worst-case scenario would be 72 hours.
A punctual arrival of a job offer letter is a fantastic indication to a sales professional that you are decisive, keen and genuinely serious about the individual joining your team. Although none of these may be true - a delayed offer can suggest loss of interest, lack of urgency or simply poor organisation or a bureaucratic infrastructure where nobody takes responsibility!
If your communication is not clear, assumptions will invariably be made that ultimately affect how the job seeker feels about the job, which could potentially change their mind about the job and your company.
Instructions On How To Write An Offering Letter
- Use a professional offer letter template as your starting point. These can be found online or through the Microsoft Office Word Template site. Remember to fill in the date, name and address as formatted in the template and adjust accordingly (usually, the templates need anglicising!).
- Open with your intention to hire the candidate. Clearly state the title of the position that you're offering and who they will report to (direct line manager).
- Continue by listing the basic bullet points of the duties that the candidate will complete while holding this job (and perhaps attach the job specification as an addendum).
- S-p-e-l-l out the pay rate and benefits of the package. You must give an accurate salary number in the body of a job offer letter. To avoid confusion later, it is worth detailing the commission scheme if applicable.
- State the probationary period with the length and appraisal update milestones.
- Explain that the offer is subject to references. Further clarify that if at any time prior to the new recruit joining you receive any reference or report that you consider to be unsatisfactory, make clear that you reserve the right to withdraw the offer of employment.
- If applicable, clarify that the offer is subject to a satisfactory Criminal Records Bureau check or medical.
- Give further information about the benefits package - this should include annual leave and could consist of your health insurance, life assurance and retirement plans.
- End with a space ................................... for the person to sign. You'll want the candidate to sign the job offer letter and return it to you for their HR file.
- Continue to explain that you hope 'X' will accept your offer and ask them to confirm their acceptance by a deadline date. You can further mention that the offer will be automatically withdrawn if you do not hear back from them by the deadline date.
- Finish with a personal note, for example, 'We are looking forward to you joining us and wish you every success in your new role with us'.
- Remember, there is often no need to draw up a job offer letter until you have received verbal acceptance from the candidate - this will save time and effort on your behalf.
- Ensure that both parties have a copy of the job offer letter with both signatures. Your chosen candidate will want to save it for personal references and in the case of any discrepancies with their salary/benefits package.
Never run the risk of failing to send something as simple as a well-written offer letter with full and correct details. Job offer delay can potentially spoil what could be a very smooth recruitment process and your chances of the right person joining your team.
Once your deal has been done - don't forget to enjoy your good earned fortune in securing the right candidate!
It could be valuable to have an experienced legal or HR advisor to help construct an offer Letter and employment contract. We advise seeking advice in constructing all Employment Contract Agreements - most trade bodies will help you with this very cost-effectively. It should cost more than 'tens of pounds' to purchase a current and relevant template that you adjust accordingly.
What do you do with candidates who, unfortunately, didn't make the cut? Read our guide on How to Reject Candidates here.
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by Rob Scott
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Aaron Wallis (and in particular Rob Scott) have been fantastic throughout the recruitment process, and even a few months down the line, still continues to care. Rob clearly cares about each individual and has a wealth of knowledge and expertise, which shows in the work he does. Each candidate is not just a number, and the support received from Aaron Wallis has helped me get a career which I truly enjoy.
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A great recruitment company to work with. Excellent experience with Aaron Wallis through the entire recruitment process. The team was really professional and extremely helpful. Darren was a pleasure to work with. He was friendly, supportive and gave me great advice. Thank you very much!
A. Bauchet, Candidate
Aaron Wallis is an outstanding recruitment agency specialising in high calibre sales positions. I was working directly with Darren Dewrance who went above and beyond my expectations in sourcing me my perfect role. I was kept in regular communication with Darren and he worked extremely hard to secure my dream job. Highly recommended and Thanks Darren for all your expertise and hard work.
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