Hiring
Do’s and Don’ts of Offer Letters
Offer Letter Do’s:
1. Do use a standard letter or a customized version that has been cleared with HR or legal counsel.
2. Do clearly state the terms of the offer.
3. Do include an employment-at-will statement.
4. Do set a reasonable acceptance deadline.
5. Do clarify any contingencies
(reference check, criminal history clearance).
6. Do clarify acceptance details
(requiring a signature returned on a duplicate copy of the letter).
7. Do use the transition period to help the new employee feel welcome and gain understanding of University culture. (Direct them to Human Resources R.O.A.R. explorer website)
Offer Letter Don’ts:
1. Don't quote salary terms in an annual format; use hourly or monthly figures. (In the event of termination, an annual figure could become binding.)
2. Don't back down on any promises made.
3. Don't set an excessively short acceptance time for situations involving relocation or with higher-level positions.
4. Don't lose touch with a candidate once the offer is accepted.
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