1. Candidate and Offer Information Requirements
Decision: What specific information is essential to collect from candidates and what details are required in the offer approval process?
Why it is critical for implementation: Clearly identifying required information such as compensation, candidate name, start date, and stock options ensures compliance, streamlines approvals, and prevents follow-up delays caused by missing data.
Example: The organization may mandate that every offer includes the candidate’s legal name, salary breakdown, and anticipated start date for audit and compliance purposes.
2. Offer Approval Workflow and Permissions
Decision: Who will be able to initiate, review, and approve job offers, and how will the offer approval workflow be structured?
Why it is critical for implementation: Defining approval workflows and permissions ensures transparency and accountability, minimizes bottlenecks, and allows for alignment with organizational policies or legal requirements.
Example: HR business partners initiate offers, finance approves compensation, and the hiring manager provides final approval before the letter is sent to the candidate.
3. Offer Letter Template Management
Decision: What information should be included in offer letter templates and what formats should be available for sending offers to candidates (e.g., email, PDF attachment, online portal, print, eSignature)?
Why it is critical for implementation: Standardized offer letters ensure consistency, legal compliance, and clear communication with candidates. Deciding on formats also accommodates candidate preferences and organizational workflows.
Example: Legal and HR collaborate to ensure each template includes required clauses. The organization enables both PDF email attachments and online portal with eSignature for different types of hires.
4. Email Communication Types and Triggers
Decision: What types of automated and manual email communications will be sent to candidates and participants, and at what points in the process will these be triggered?
Why it is critical for implementation: Establishing clear email triggers and templates improves the candidate and stakeholder experience, ensures prompt and consistent communication, and reduces manual effort for recruiters.
Example: Candidates receive an immediate automated acknowledgment when applying, a custom rejection template if disqualified, and an offer letter when moving to the final stage.
5. Email Template Ownership and Maintenance
Decision: Who is responsible for creating, modifying, and maintaining email templates, and what is the process for enabling or disabling templates?
Why it is critical for implementation: Designating template owners prevents outdated or incorrect emails from being used, maintains consistency, and enables quick response to process or policy changes.
Example: The recruiting operations team reviews and updates templates quarterly and disables ones for obsolete positions, ensuring that candidates and hiring managers always receive current information.