As an employer, you may not realize it on your own, but a document as basic as an offer letter can get costly if not dealt with caution. Given the fact that it is the first communication between you and the prospective employee, it must be taken seriously and managed with proper measures. For instance, a standard format must be chosen with precise content and the latest design, pre, and post-issuance steps should be planned, and so on. Many a time, the significance of an offer letter throughout the career of an employee is overlooked and important considerations are neglected. This ignorance can lead to several problems in the future from recruitment and onboarding issues to complicated legal matters in the worst-case scenario. Thus, it is better to follow the right approach when you find the right candidate than to take it casually, get into trouble, and repent later.

Mentioned below are 5 principal mistakes about offer letters that you need to avoid making for a healthy and plain sailing journey with the new employees:

Don’t Send An On-Paper Offer Right Away!

Choose to share a verbal intimation about the job offer first and then proceed with a document. Most of the recruiters are so delighted when they find a suitable applicant that they issue an offer letter right away without talking to the person first. This action can disturb your reputation, start confusion, and create a negative impact on the receiver. Moreover, since an on-paper offer carries more weightage, a sudden release of so much information can lead the candidate to a state of dilemma, resulting in rejection of the offer.

Double Check The Job-Related Information

First of all, it is the HR professional’s responsibility to gather correct all-inclusive information about the candidate before drafting an offer letter. Then, study the latest trends to develop an impressive offer letter and finally choose the right format as per your company requirements. For instance, go through the offer letter templates provided by HROne and download one of your choices. Now, after everything is ready before you click on the send button, make sure you have double-checked and cross-verified all the job-related information such as the candidate’s name, contact details, address, position, and salary offered, job location, shift timings, KRAs, company policies among others.

Mentioning At-Will Employment Is A Must

Some employers forget to mention the at-will employment condition in an offer letter. This can create problems in the future when the employee wants to resign or is terminated by the company. What is at-will employment? It is a type of contractual relationship between employer and employee according to which the employer holds an authority to dismiss or terminate an employee without prior notice or without clarifying the reason for termination. This kind of bond information must be given to the employee-to-be beforehand so that there is no scope of confusion at a later stage.

Remember, Every Opportunity Has An Expiry Date

You have to keep in mind the fleeting nature of employment. Since job vacancies are not open forever and they keep changing as per the varying requirements of the organization, it is important to mention dates. Specifically, the expiration date of an offer letter must be clearly mentioned otherwise you will keep receiving applications even after the position is filled. Also, when there is no expiry date, employees keep going for job interviews everywhere and come back after a long time out of nowhere to claim the offer because it did not state a deadline. It is thus, extremely crucial to tell them the last date of responding (accepting/ rejecting) to an offer.

Always Get It Signed For Approval/ Acceptance

As an employer, you may not realize it on your own, but a document as basic as an offer letter can get costly if not dealt with caution. Given the fact that it is the first communication between you and the prospective employee, it must be taken seriously and managed with proper measures. For instance, a standard format must be chosen with precise content and the latest design, pre and post-issuance steps should be planned and so on. Many a time, the significance of an offer letter throughout the career of an employee is overlooked and important considerations are neglected. This ignorance can lead to several problems in the future from recruitment and onboarding issues to complicated legal matters in the worst-case scenario. Thus, it is better to follow the right approach when you find the right candidate than to take it casually, get into trouble and repent later.

Mentioned below are 5 principal mistakes about offer letters that you need to avoid making for a healthy and plain sailing journey with the new employees: