How to Make a Job Offer to a Candidate: A Step-by-Step Guide

We'll show you  how to offer someone a job effectively – from what to say to how to say it. Use these tips & scripts.

In today's dynamic and competitive job market, extending a job offer has become a crucial skill for employers. Amidst the ongoing challenge of attracting and retaining top talent, this process stands out as a significant pain point.

Recent surveys conducted among Hawaii business leaders shed light on the primary recruitment hurdles in the region, with talent acquisition and retention taking the spotlight. In this thriving job market, candidates often field multiple offers, adding an extra layer of complexity for employers.

In this blog post, we'll walk you through the key steps for crafting a compelling job offer – from how to present a job offer to what to say when offering the job. As employers in Hawaii navigate this candidate-driven market, honing your job offer process is the linchpin to securing the best talent for your organization. Use these steps to learn how to make a job offer to a candidate:

#1. Start with a Phone Call

Making a job offer to a candidate should always begin with a phone call. Speaking to the successful candidate directly is more personal and enables you to share your mutual excitement about your upcoming working relationship. If the candidate does not answer their phone on the first attempt, leave a voicemail with your contact information.

Keep in mind that an email, though convenient, should be your last resort for initial contact.

#2. Share Your Excitement 

Communicating why you've selected a candidate and what sets them apart is crucial. This not only validates their strengths but also lays the groundwork for a meaningful connection with your organization. Highlight their exceptional skills, extensive experience, valuable soft skills, or impressive track record in previous roles. By doing so, you're acknowledging their strengths and providing a clear picture of where they fit into your company and how they will be a significant asset.

Engagement with employees is pivotal, especially in today's ever-evolving work environment. Gallup reports a decline in employee engagement from 36% in 2020 to 32% in 2022, with this trend expected to continue in 2023. Starting with a strong connection ensures they hit the ground running, becoming invaluable contributors.

#3. Talk About Compensation

When you talk about compensation, have a transparent discussion. Cover all facets of pay, including base salary, overtime, and any bonus opportunities. Be sure to talk about the perks and benefits of the job beyond pay also. This could include paid time off, health insurance, dental plans, and retirement packages. While many interviewers may have touched upon these topics during the interview, it's essential to revisit and confirm the specifics. This ensures that the candidate clearly understands what your organization offers in terms of compensation and benefits, helping them make an informed decision about whether this job aligns with their expectations and needs.

#4. Follow-Up with a Formal Offer Letter

After your congratulatory phone call with your new hire candidate, it’s time to solidify your job offer in writing. Sending a follow-up email is the fastest way to recap your conversation and share important job offer details and next steps. The email not only serves as a tangible record of the agreement but also sets the tone for a professional and organized onboarding process. To further streamline your hiring process, consider creating a standardized template for all job offers. This template can be used for all future hires, saving time and ensuring consistency in your communications.

#5. Get a Response

Not all candidates will get back to you immediately and may need time to consider if the role is right for them. To keep the process moving, consider setting a deadline. But be sure not to put undue pressure on their shoulders. Ask them how they are feeling and whether there is anything you can do to help answer or clarify any questions they may have about the role, company or culture.

Job Offer Script

How to offer a job over the phone? Use this phone call script when making a job offer:

You: Aloha, this is [NAME] from [COMPANY]. May I speak to [CANDIDATE’S NAME]?

Candidate: [REPLY]

You: Are you available to talk?

Candidate: Yes.

You: Thank you again for taking the time to meet with me. I believe you would make an excellent addition to our team as [POSITION]. Based on [SKILLS/EXPERIENCE], I believe you are the person we want to join our team. Your skills in [X,Y,Z] really made you stand out as a top candidate.

You: I’m delighted to offer you this position with a base salary of [AMOUNT] and our employee benefits package, including [BENEFITS]. The formal offer letter will be sent right after this call, but I wanted to share the good news. What do you think? 

Candidate: [ACCEPTS]

You: Then congratulations! I’m looking forward to welcoming you aboard. We’ve prepared a formal offer letter, and I will email it to you after we get off this call for you to review. In the meantime, do you have any other questions about the position or offer based on our conversation so far?

You: Feel free to call me at [NUMBER] or email me at [EMAIL] if you have more questions. I look forward to working with you very soon.

When a Candidate Doesn’t Accept the Offer

Be sure to have a response ready in case the candidate doesn’t accept the offer. Continue following the script outlined in the previous section until you reach the acceptance portion. Remember, your response should leave the door open to the possibility of future opportunities with your company:

Candidate: [DOESN’T ACCEPT]

You: I understand. While I’m disappointed that we won't have the opportunity to work together at this time, I respect your decision. Please know that our door is always open, and we genuinely value the skills and qualities you showcased during the interview process. Is it okay to follow-up in the future with other job opportunities you might be a good fit for? We'd love to explore how your talents might fit with our organization down the road.

Offer Letter Template

Following your phone call and a candidate’s acceptance, the next step in the job offer process is to send your offer letter. But what should an offer letter look like? Templates streamline this part of the process and ensure you cover all the bases. Follow this example if you need a professional template for your company offer letters:



The team at [COMPANY] enjoyed getting to know you throughout the interview process. We believe your skills, experience, and personal qualities make you an ideal fit for our team as our new [POSITION].

We hope we can achieve [GOALS] through what you offer. The position of [NAME OF POSITION] follows the hours of [SHIFT TIMES] and is a full/part-time position. You will receive [BENEFITS] after completing a successful probation period of [PROBATION TIME].

In this position, you will report to [NAME], with your primary responsibility being [LIST GOALS AND EXPECTATIONS].

As discussed previously, the position commands a base salary of [NUMBER], with opportunities for further advancement and additional compensation in the future. You can also expect full access to our generous employee benefits package, including [BENEFITS].

Your expected start date is [DATE], and we would like to receive your response by [DEADLINE]. If you have any questions regarding this position or this offer, feel free to reach out at your convenience.

We look forward to hearing from you soon and welcoming you to the team.




Get the Hiring Support You Need with ProService Hawaii

Knowing  how to offer someone a job is a pivotal skill in today's competitive job market. From that initial phone call to the formal offer letter, each step plays a crucial role in setting the stage for a positive onboarding experience. That’s where ProService Hawaii comes in. Once you've made the crucial decision of who to hire and the candidate has accepted, we step in to ensure a seamless transition.

We specialize in taking care of the HR administration essential for successful onboarding. From handling new hire paperwork to running payroll and administering employee benefits, we help busy employers manage all responsibilities and details of being an employer in Hawaii. Our goal is to make the administrative side of hiring and onboarding smoother, allowing you to focus on what matters most – growing your business.

At ProService Hawaii, we understand that knowing how to make a job offer is just one piece of the puzzle. As a top local HR services provider, we're here to help you every step of the way, providing the expertise and support you need to reduce costs, improve productivity, and, ultimately, achieve your business goals.

To learn more about our HR services, contact our team now.

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