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How do you document and communicate a successful negotiation?

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Negotiating with candidates is a crucial skill for recruiters, but it's not enough to just reach a mutual agreement. You also need to document and communicate the outcome of the negotiation to avoid misunderstandings, confusion, or disputes later on. In this article, you'll learn how to document and communicate a successful negotiation in four steps: confirm the details, draft the offer letter, send the offer letter, and follow up.

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Lewis Roskilly

Championing Reward & Payroll Talent Worldwide ?? | Your Go-To Global Recruiter ??
Syed Ausaf Ali

Striving to bring in the best people to fill company needs.

1 Confirm the details

The first step is to confirm the details of the negotiation with the candidate verbally or by email. This includes the salary, benefits, start date, and any other relevant terms or conditions. You should also clarify any questions or concerns that the candidate may have and ensure that they are satisfied with the offer. Confirming the details will help you avoid any errors or discrepancies in the offer letter and show the candidate that you are professional and respectful.

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Lewis Roskilly

Championing Reward & Payroll Talent Worldwide ?? | Your Go-To Global Recruiter ??
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In my experience, understanding the absolute bottom line the candidate would take the job for helps confirm the amount you would need to negotiate and gives you a strong starting to point to negotiate from should you need to.

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2 Draft the offer letter

The second step is to draft the offer letter based on the confirmed details. This formal document outlines the terms and conditions of the employment agreement and serves as a legal contract between you and the candidate. It should include the job title, department, reporting manager, salary, payment frequency, benefits and perks, start date and probation period, working hours and location, at-will employment status and termination clause, confidentiality and non-compete agreements, acceptance deadline and signature line. Additionally, any relevant documents such as the employee handbook, code of conduct or tax forms should be attached. Before sending it to the candidate, it is important to review the offer letter carefully to ensure there are no errors or omissions.

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3 Send the offer letter

The third step is to send the offer letter to the candidate by email or by mail. You should include a brief and positive message that congratulates the candidate on their offer and expresses your excitement to have them on board. You should also remind the candidate of the acceptance deadline and the next steps, such as signing and returning the offer letter, completing the background check, or attending the orientation. You should also provide your contact information and invite the candidate to reach out to you if they have any questions or concerns.

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4 Follow up

The fourth and final step is to follow up with the candidate until they accept or decline the offer. You should keep in touch with the candidate regularly and provide any support or assistance they may need. You should also monitor their progress and status and update your records accordingly. If the candidate accepts the offer, you should congratulate them again and confirm their start date and details. If the candidate declines the offer, you should thank them for their interest and ask for their feedback. Following up will help you maintain a positive relationship with the candidate and ensure a smooth hiring process.

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5 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Syed Ausaf Ali

Striving to bring in the best people to fill company needs.
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Direct Communication: Reach out to the candidate personally to confirm the finalized terms and express enthusiasm for their decision to join the company. Confidentiality and Data Protection: Ensure that the document complies with data protection and privacy regulations. Clearly state that the information shared and discussed during the negotiation process is confidential and will be used solely for the purpose of recruitment and employment.

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How do you document and communicate a successful negotiation?

1

2

3

4

5

1 Confirm the details

2 Draft the offer letter

3 Send the offer letter

4 Follow up

5 Here’s what else to consider

Recruiting

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How do you document and communicate a successful negotiation?

1

2

3

4

5

1 Confirm the details

2 Draft the offer letter

3 Send the offer letter

4 Follow up

5 Here’s what else to consider

Recruiting

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