Extending a job offer is a very important step in the hiring and selection process and should be well thought through and organized. The talking points below will help you make a good impression with and provide the right information to your top candidate. You will find checklists and example conversations for extending the offer, plus additional details on how to handle three different potential situations (candidate accepts, needs time to think, or declines offer).
Extending a verbal job offer
- Ask for the candidate.
- Introduce yourself by providing your full name and your department at Capital City Bank.
- Confirm if it is a good time to talk with the candidate.
- Thank the candidate for taking time to interview.
- Highlight the reasons why the candidate is a good fit for the position. (Customize based on the candidate’s experience and skills.)
- Extend the offer, contingent upon passing our pre-employment screenings.
- Provide salary details.
Example:
“Hi, may I speak to (candidate name)? Hi (candidate name) this is (your name) calling from the (department name) at the Capital City Bank. Is now a good time to talk? <Pause – let candidate respond.> First, I want to thank you again for taking the time to interview for the (position title). Based on the requirements of this position and your experience and education, we feel you would be a great fit for the position and department. I’m pleased to offer you the position, with a starting salary of $XX/hourly (or annual salary) contingent upon clearing our pre-employment screenings” <Pause – let candidate respond.>
Candidate Accepts Offer
- Share your enthusiasm about them joining your team.
- Confirm the phone number and email address the Hiring Coordinator should use to coordinate the pre-employment screening process.
- Ask the candidate if they have any questions.
- Give the candidate a timeframe when you will be back in touch.
- Congratulate the candidate.
- Communicate the accepted offer to the Hiring Coordinator.
Example:
“Wonderful, we are so excited about you joining our team! At this point, the offer is contingent upon the Bank’s pre-employment screening, including the completion of a drug test and criminal history check. Your Hiring and Staffing Coordinator, (name of Hiring Coordinator) will email you to complete the appropriate paperwork. What is the email address for them to reach you? <Pause – let candidate respond.>
The background check process typically takes anywhere from 5 – 7 days. Do you have any questions regarding the position or the offer? <Pause – let candidate respond.>
Congratulations, again we are excited about you joining our team! Don’t hesitate to contact me at (your phone number) if any questions arise. I will let you know as soon as I receive information back on your pre-employment screening then we can finalize yours tart date and the next steps.”
DeleteCandidate Needs Time to Think About Offer
- State your understanding of the need to take time to consider the offer.
- Discuss the timeframe when you’ll need a decision.
- Agree on a specific date that the candidate will contact you with their decision.
- Confirm that the candidate has your contact information.
- Highlight reasons why the candidate is a good fit for the position and the opportunities this position offers the candidate.
- Ask what information you can provide to help the candidate in their decision making process.
- Thank the candidate again for his/her time.
Example:
“I definitely understand and know that this is a very important decision. I want you to take the time you need to think about all that we have discussed and make the best decision for you. <short pause>
How long do you think you need to make a final decision?<Pause – let candidate respond.> Two days is more than reasonable. Can we agree that you will call me by the end of (agreed day and time)? <Pause – let candidate respond> To confirm, you may contact me at (your phone number).
Again, based on the requirements for the (position title) position, we feel that your experience would be a great fit for this role in our department. This position has many opportunities for growth and I believe our team is positioned to have many accomplishments in the next year! In addition, Capital City Bank is a wonderful place to work! Is there any information I can provide or questions I can answer to help you in your decision making? < short pause> Thank you again for your time and I look forward to hearing from you with your final decision on (agreed day and time)”.
DeleteCandidate Declines Offer
- State your regret.
- Ask why the candidate made his/her decision.
- Thank the candidate again for his/her time.
- Encourage him/her to consider Capital City Bank for other opportunities in the future.
- Wish the candidate luck.
- Document the reason why the candidate declined the offer.
- Communicate the candidate’s decision to the Hiring Coordinator.
Example:
“I’m sorry that you have decided not to join our team. May I ask how you arrived at your decision? I appreciate you sharing that information with me. This is a very important decision and you need to do what you believe is in your best interest. Thank you again for all of your time and consideration. Although I had hoped you felt this position would be a good fit for you, I hope that you will continue to consider Capital City Bank for other opportunities. I wish you the best of luck in your career.”
Delete