How to Make a Job Offer

Have you ever just “felt” that a job candidate was the perfect fit for a job opening, so much so that you make a job offer without even considering other candidates? Or conversely, have you ever been in a situation where the hole in your company’s org chart was such a burden that you hired someone in a rush, and figured you’d work out the details later? If so, how did that decision work out for your company?

Hopefully, your hiring workflow has been more methodical than either of these situations.  

Making a Job Offer Requires Planning

It’s common for speed and urgency to play roles in any company’s hiring decision. But chances are that strategic planning and methodology will always have a place when it comes to making your next hire.

One of the powers of using an applicant tracking system (ATS) throughout the hiring process—from requisition through onboarding—is the fact that it serves as a foundational organizing tool, and a central hub for adding, accessing, and sharing information about your candidates.

If you’ve been using an ATS like myStaffingPro during the hiring process, then you know that an organized approach can go a long way toward helping you make a successful hire, and can also help you leave a positive impression on your job candidates.

For starters, the candidate’s experience will always be a key piece to any hiring puzzle:

myStaffingPro can help keep the process move smoothly and succinctly—from the way you communicate with applicants, to the speed with which your team moves through various parts of the hiring workflow.

But as you focus on the experience of your candidates, remember to consider what’s going on inside your business—especially as you get closer to making a formal job offer.


The hiring process is a journey for hiring managers, HR and candidates. By the time you make an offer, you and your team have put in dozens of hours reviewing resumes, conducting interviews, and vetting your top candidates. Our recent Spotlight, “From Job Offer to Onboarding” sheds light on how your applicant tracking system (ATS) can help you stay organized leading up to your candidate’s first day.

Read the Report


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It’s natural to get excited about the applicant. It’s also important to remember that your current team has a stake in your next hire’s success. After all, there are attitudes and expectations to consider, worries and concerns to mitigate, and questions that current team members are sure to bring up as you get closer to making your formal job offer.

Similarly, the process you’ve been following to-date is also something to keep in mind, especially if you’re at the point where you simply want to wrap things up.

3 Questions to Ask Before Making the Formal Job Offer

Before you call your top candidate and make an offer over the phone, consider these three questions related to your people and your process, and how your applicant tracking system can help you find answers:

  1. Are your current employees ready for their new team member?

If you’ve involved your current employees or team members in the hiring process, now can be a good time to circle back to them once more.

  • You can reach out to employees who will be working with the new hire, whether as peers or in a subordinate role. Chances are, they’ll appreciate having the chance to ask questions or share any concerns.
  • You can use your ATS to help you review any notes or feedback you’ve received from your existing team members, and use these as a basis for a quick conversation or check-in.
  1. What’s the status of the salary and benefits package?

Even if your company has already decided on a salary and benefits package, now can be a good time to connect with HR and senior management and find out what kind of wiggle room you might have, should the candidate want to negotiate.

  • Revisit the research you’ve done on salaries and benefits for comparable positions in your market and industry. This can help you justify the need to revisit your salary and benefits package if necessary.
  • You might discover that this is a crucial conversation to have once you have a better understanding of a candidate’s actual skillset.
  1. Have you actually written the official job offer letter?

Even if making the call will be easy for you, it can be a good idea to have the formal job offer written out, or at least have the letter in process before you pick up the phone. Whether you’re using a template, or relying on your legal or HR department to draft the formal job offer, consider getting it underway a few days ahead of presenting the formal offer.

  • Using your ATS can make it easier for your team to gather information you’ll want to include in the job offer letter. This can include things you listed in your original job post, such as job title, responsibilities, and expectations, as well as anything you discussed directly with the candidate, such as a proposed salary range and other perks.
  • Assuming you give the candidate a timeline for when you’ll need to hear back, you can set your ATS to alert you when it’s time to check in with them.

For almost any hiring manager, having an applicant say yes to your first offer is the clearest sign that the process was a success. But before you send them the formal offer, continue to trust the process that has helped you get this far, including your ATS.


The final steps in the hiring process are some of the most important ones you can make. myStaffingPro can help you stay organized as you make your offer, negotiate compensation, conduct background screenings and more. Contact a myStaffingPro representative today, and find out how we can help simplify your hiring workflow from start to finish.

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