Job Offer Checklist
A job offer checklist for small companies: approve pay, call the candidate, send a correct offer letter, run pre-employment checks and hand over to onboarding.
- Typical schedule per offer
- The checklist 4 sections, 18 items
- Variables
{{candidate_name}}{{role}}
Use this checklist from the moment you decide to hire someone until they sign and the onboarding run starts. It is the short, high-stakes step between the hiring process and the first day, where small errors in pay, dates or wording cause the most friction.
Who owns it
The hiring manager owns the run and usually makes the call to the candidate. HR or operations prepares the offer letter and contract and runs any checks. The person who approves pay must sign off before anything is sent.
Common pitfalls
- Sending the written offer first. Call the candidate, make the offer and hear their reaction. Then send the documents. It avoids surprises on both sides.
- Inconsistent numbers. Salary, start date, holiday and notice in the email, letter and contract must match. Have a second person check every figure.
- Checks without consent. Background, reference or credit checks need a clear purpose and, in many places, the candidate's consent. Only run checks that are relevant to the role.
- Letting the offer go cold. Give a reasonable deadline and stay in touch until it is signed. A candidate who hears nothing for a week keeps interviewing.
- Missing legal content. The required content of a contract differs by country. Adapt this to your jurisdiction; it is a practical checklist, not legal advice.
When the contract is signed, start the employee onboarding run right away so equipment and accounts are ready in time.
The checklist: Job offer for {{candidate_name}} ({{role}})
Approve the offer
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Salary, bonus and benefits for
{{candidate_name}}approved by whoever signs off on pay -
Offer checked against the salary range of the role and of current team members
-
Start date, place of work, working hours and remote rules agreed internally
-
Contract type confirmed (permanent, fixed-term, part-time)
Make the offer
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Offer made by phone or video call by the hiring manager
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Questions and requests from
{{candidate_name}}noted and answered -
Offer letter prepared with role, salary, start date, probation and notice period
Every number must match what was said on the call.
-
Offer letter and figures checked by a second person
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Offer sent with a clear response deadline
Pre-employment checks
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References contacted with the candidate's consent optional
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Right-to-work documents checked where required optional
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Role-specific checks done with consent, e.g. criminal record extract for regulated roles optional
Only run checks that are relevant and allowed for the role.
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Qualifications or certificates verified when the role depends on them optional
Contract and handover
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Employment contract sent and signed by both sides
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Signed copy stored in the personnel file
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Employee onboarding run started for
{{candidate_name}} -
Other finalists told that the role is filled
-
Data of unsuccessful candidates deleted or kept according to your retention policy
Checklist as Markdown
Frequently asked questions
What should be included in a job offer letter?
At least the job title, start date, salary and how it is paid, working hours, place of work, probation period, notice period and any conditions of the offer. Many companies attach the full contract. Check what your local law requires in writing.
Should I make a job offer by phone or email?
Make it by phone or video first, then follow with the written offer. The call lets you hear the candidate's reaction and handle questions straight away. The written offer then confirms exactly what was agreed.
Can a job offer be conditional on checks?
Yes, many offers are conditional on references, right-to-work documents or other checks. State the conditions clearly in the offer letter, and only use checks that are relevant to the role and allowed where you hire.
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