How To Make a Job Offer (With Script)
Updated March 10, 2023
Making and accepting a job offer is usually the last step in the hiring process before onboarding and beginning a new position. Hiring managers may prepare for a job offer in advance to ensure a candidate's acceptance and swift welcoming to a company. In this article, we discuss what a job offer is, how to make one, give tips to securing an acceptance and a script and example for what you can expect during a job offer conversation.
What is a job offer?
A job offer is the agreement that an employer extends to a candidate, intending to hire them. Job offers may be formal or informal and given orally and/or in writing. Candidates may choose to accept or reject a job offer as the hiring manager gives it or negotiate additional terms.
How to make a job offer to candidates
Use these steps to learn how to make a job offer to a candidate:
1. Move quickly
Most candidates who are actively job seeking may apply to multiple positions at one time. For this reason, they may also attend a variety of interviews and receive competing job offers. When possible, consider contacting candidates the same day as their final interview or within one day of making your decision. This shows that the company is eager to bring on a new employee. It may also reduce the stress of waiting for an offer for the candidate.
2. Make a phone call
When possible, make a phone call to offer a candidate a position. This allows you to share mutual excitement over the opportunity and answer questions about the new role immediately. If a candidate doesn't answer their phone, leave a message with your contact information so they can talk to you at a more convenient time. If you can't leave a message, consider emailing them to set up a time to talk.
3. Show excitement
Though you may have kept conversations reserved during the hiring process, during a job offer call you can show the candidate how excited you are to welcome them to the company. Consider giving praise or asking the candidate how they feel about the offer.
4. Provide reasons for the decision
Tell the candidate specifically what experience, skills or qualities helped them get the job. Tell them why they fit with your organization or what new ideas you expect they'll bring with them to the company. Let them know what details made them more qualified or a better choice than other candidates you interviewed.
5. Talk about payment
Tell candidates the base salary the company is offering and any major benefits included in the package. Typically, you discuss salary expectations during the interview process. Many people look to switch jobs to get a raise, so consider offering a salary greater than what they make at their current job. Explain the details of major benefits like paid time off and insurance. Include details about any probation or waiting periods for their benefits. You may also explain that you'll include a more detailed list in the written offer letter.
6. Get a response
If the candidate doesn't offer an initial acceptance or rejection of the offer, ask for a response. Ask them how they're feeling. Some candidates may want additional time to think about the offer before accepting or ask to see the full offer sheet before making their decision. Consider setting a deadline for their decision and communicating when you intend to send an offer sheet.
7. Ask for additional feedback
Ask the candidate if they have questions you haven't already answered. Ask them if there is anything else you need to know about them before they start the position. Discuss other information you may include in the offer letter such as a potential start date or prior commitments for time off. Offer your contact information again so they can write it down if necessary. They may have additional questions after receiving the offer letter.
8. Send an offer in writing
Send the written offer letter through email or traditional mail. You may also consider sharing it through an online human resources platform. The written offer letter includes terms and conditions such as:
Detailed medical and related benefits
Legal obligations of a new employee
Paid time off expectations
Tips for making a job offer
Use these tips to help streamline making a job offer to a candidate:
Consider a video call
Consider making the job offer through a video call instead of a phone call. This may allow you to see and gauge a candidate's reaction to the news. For remote positions, this may be a professional option if you also interviewed through virtual meeting platforms and if you'll continue to communicate that way after they start their new position.
Create an offer letter template
Create an offer letter template before you start the hiring process. This may allow you to prepare one quickly to send to a new hire. You can also use it as a reference sheet during interviews or to help answer additional candidate questions.
Consider using an automated approval process
Consider using an automated approval process program to streamline the offer procedure. These programs may help check for errors, track candidates' negotiation requests and keep information in one place for easy access and approval.
Prepare the offer letter in advance
Consider preparing the written offer letter before calling a candidate and offering them the position. If they accept, this can allow you to speed up the process and secure a commitment. You can also reference the offer letter if they have additional questions during your conversation.
Related: Next Steps After You Got a Job Offer
Job offer script
Use this script template to learn how to structure a job offer phone call:
Hiring manager (HM): "Hi, this is [Your name] from [Your organization]. May I speak with [Candidate's name]?"
HM: "Are you available to talk?"
[Candidate replies. If they say yes, continue with the conversation. If they say no, ask when would be a good time to call back.]
HM: "I enjoyed getting to know you during your interview process, and I think you'd make an impressive addition to [Company name]'s [Department name]. We interviewed [Number of candidates] candidates for the [Position name] position, but based on your [Experience or skill 1], [Experience or skill 2], and [Experience or skill 3], you're the person we want for the team. I think [Reason 1] and [Reason 2] really make you the top candidate."
HM: "I'm excited to offer you this position with a base salary of [Salary amount] and other benefits like [Notable benefit 1], [Notable benefit 2] and [Notable benefit 3]. We're still completing the offer package, but I wanted to share the good news with you right away. What do you think?”
[Candidate responds. If the candidate accepts the offer:]
HM: "Congratulations! We're looking forward to having you on our team. You should expect to receive an offer letter by [Expected arrival date] through [Email or a human resources management platform].”
[If a candidate asks for more time to review the offer or decide:]
HM: "Absolutely. Choosing a new position is an important decision. Will you be able to decide by [Deadline date]?”
[Candidate responds. If they say yes, continue with the conversation. If they say no, ask them when they think they'll be able to decide and choose if you're willing to extend the deadline.]
HM: "Do you have any other questions for me about the offer or position."
[Candidate responds. If they say no, continue with the conversation. If they say yes, answer their questions as accurately as possible.]
HM: "Feel free to call me at [Your phone number] or send me an email at [Your email address] [If they have more questions or to accept the offer]. I look forward to speaking with you again soon!"
Job offer example
Use this example to see how a sample job offer phone exchange may happen:
Hiring manager (HM): "Hi, this is Sara Morales from Oak Park Library. May I speak with Andrew Nolan?"
Candidate (C): "Hello, this is Andrew."
HM: "Are you available to talk?"
C: "Sure, yes."
HM: "I enjoyed getting to know you during your interview, and I think you'd make an impressive addition to Oak Park Library's technical services department. We had 15 candidates for the information technology lead position, but based on your master's degree, five years of experience at Mango Tech and your impressive portfolio, you're the person we want for the team. I think your knowledge of our technology systems and your humorous personality really made you the top candidate."
HM: "I'm excited to offer you this position with a base salary of $65,000 and other benefits like paid time off and health, dental and vision insurance. We're still completing the offer package, but I wanted to share the good news with you right away. What do you think?"
C: "Wow! Yes, I want this position."
HM: "Congratulations! We're looking forward to having you on our team. You should expect to receive an offer letter by the end of the workday tomorrow through your email. Do you have any other questions for me about the offer or the position?"
C: "Not at the moment. I may have more questions once I read the full offer letter."
HM: "Feel free to call me at 555-989-0101 or send me an email at firstname.lastname@example.org if you have questions after reviewing the offer. We'd like you to return a signed copy of it within three business days. Does that work for you?"
C: "Yes, I'll be able to do that."
HM: "I look forward to speaking with you again soon. Goodbye!"
C: "Bye, and thanks!"
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