employment offer form template

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Collect the information you need to
process an offer of employment

Offer Form

The Employment Offer Form template ensures that all information about a candidate and position is collected and summarized, so that HR has the information they need to process an employment offer and agreement

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Even though it’s called an Employment Offer Form, it’s also used to process independent contract agreements and is a critical part of any effective offer management process.

As any recruiter can attest to, identifying the right candidate to fill a position is one of the most rewarding parts of the recruitment process. Next comes presenting the candidate with an employment or independent contractor offer and agreement.  

In a competitive labor market, offer management is crucial. Time is of essence as candidates could have multiple offers. An effective offer management process includes an error-free and quick turnaround of an employment or independent contractor agreement. You’ll want to strike the iron while it’s hot and do everything you can to make sure that time is not wasted chasing down offer details and approvals.

Using an Employment Offer Form ensures that you have provided your hiring managers or anyone who is providing you with the details of an offer with a structured form that includes placeholders that prompt the user to provide HR with the summary of information in one place that HR needs to quickly process an offer. Using the Employment Offer Form eliminates the guess work and endless back and forth emails trying to get the pieces of information you need to pull the trigger on an offer.   This includes salary, benefits, start date, and reporting structure.

Most importantly, when HR receives a completed Employment Offer Form they are assured that the Hiring Manager has received approval and the green light to proceed with an offer. It is not unheard of (actually it’s quite common) for hiring managers to direct HR to process an offer that has not been approved by management! By implementing an Employment Offer Form, this scenario can be avoided.

With all required information summarized in the Employment Offer Form, HR can zap out the employment contract in a jiffy…and focus on an equally important part of the offer management process – salary negotiation!



How the Employment Offer Form is used?

Send this Employment Offer Form to the stakeholder as soon as the reference checks have been conducted and you’ve been asked to prepare an offer.  If you delay sending the offer form, you just may find that your information provider has left on vacation or becomes otherwise unavailable.  

Once this Offer Form template has been modified for your company, it will be used by:

  • Hiring managers or other stakeholders who will complete the form for HR.    
  • HR will use the completed form to create an accurate employment or independent contractor agreement

Why use an Employment Offer Form Template?

  • Ensures that HR has everything they need up front.
  • Clarifies and ensures that everyone understands the position details.
  • Ensures that the necessary approvals have been obtained.

What you risk by not using an Employment Offer Form?

  • You will waste time chasing down the details about the employee/contractor and the position.
  • There may be misunderstanding between manager and HR with regards to the details of the position, compensation, benefits, and so on. There’s nothing worse than sending out an offer with the wrong salary! 
  • You may do all the work required to process an agreement and then discover that it has not been approved.

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 Offer Form 

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Contracts & Agreement Templates in this Kit

The template referenced on this page can be used on its own as a stand-alone tool, or in conjunction with other HR templates in the Contracts & Agreement Kit that includes the following documents:

Template Description

Offer Form Template

This form template ensures that all information about a candidate and position is collected and summarized, so that HR has the information they need to process an employment or independent contractor agreement.

Employment Contract Agreement Template

A contractual agreement template between the company and the employee that establishes the terms and conditions of employment.

Independent Contractor Agreement Template

This agreement template is intended to be used to clearly articulate and establish the terms and conditions of a contract between your company and an independent contractor.

Overtime Averaging Agreement Template

A contractual agreement between an employee and your company allows you to bypass overtime rates by averaging the employee’s hours of work over a period of 1, 2, 3, or 4 weeks. 

Employee Handbook Acknowledgment Agreement Template

This is a contract agreement that is signed by Staff, in the presence of a witness, to acknowledge that they've read, understood, and will adhere to the Staff Policies section in your Employee Handbook.

Front Desk Service Agreement Template

An agreement used to obtain signed confirmation from front line and reception staff to acknowledge their understanding of company protocols and expected service levels. 

Involuntary Termination Authorization Form Template

This document is a template spreadsheet that will help your company calculate the costs associated with terminating an employee, and to obtain authorization to terminate. 

Involuntary Termination Letter Options & Release Form

A document that provides 6 different involuntary termination (firing) letter options between the company and the employee as well as a Release form that together outline the contractual agreement that establishes the terms and conditions of termination. 
Non-Disclosure Agreement for Exploratory Discussions Template This template agreement is intended to be used to protect the interests of your company in situations where company-confidential information may be shared during exploratory discussions with prospective candidates.
Reference Check Request & Consent Template This document is a template for an email script used to obtain reference provider names and written consent from candidates to conduct reference checks.
Training Reimbursement Agreement Template A template for a contractual Agreement between your company and an employee embarking on a training initiative that exceeds a company-determined cost ceiling, where your company is expecting the training expenses to be reimbursed by the employee in certain scenarios.
Delegate Confidentiality Agreement Template This document contains instructions and a script for a conduct agreement between a manager and administrative-level staff. The script can be used when a manager needs to delegate work that may require access to sensitive or confidential information.
Hybrid and Remote Work Policy & Agreement Template A template for a contractual Agreement that is used to set expectations and guidelines for remote employees who work outside the company office to create a mutually beneficial situation for both the company and the teleworker. 

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