Offer Letter Checklist

Verify the approved salary, bonus structure, equity grants, and any sign-on bonuses with finance and the hiring manager

Coordinate with the hiring manager and candidate to agree on a realistic start date considering notice periods

List all conditions of employment such as background check clearance, drug screening, or proof of work authorization

Ensure the compensation package has been approved by all necessary stakeholders including HR, finance, and leadership

Start with the company's standard offer letter template to ensure all required legal language and clauses are included

Clearly state base salary, pay frequency, bonus eligibility, equity details, and benefits enrollment information

Outline the employment type, at-will status, work location, reporting structure, and any probationary period

Include required agreements such as confidentiality, non-disclosure, non-compete, and intellectual property assignment

Route the completed offer letter through the legal department to verify compliance with employment laws and regulations

Deliver the offer through a secure electronic signature tool with a clear acceptance deadline noted

Call the candidate to walk through the offer details, express enthusiasm, and answer any questions they may have

Communicate a reasonable deadline for the candidate to accept or decline the offer, typically five to seven business days

Once accepted, countersign the offer letter and distribute copies to HR, the hiring manager, and the candidate

Send respectful rejection communications to remaining candidates once the offer has been formally accepted

Trigger the onboarding workflow in the HRIS to begin IT setup, benefits enrollment, and orientation scheduling

Update the applicant tracking system to reflect the filled position and archive all candidate records