Congratulations! You have found the ideal candidate for the vacant position in your organization. Would you let them go because of a silly mistake that you made in the offer letter? No, right? With the growing chances of job seekers being quite picky, it’s time to be extra cautious while creating an offer letter format and issuing it.
Let us have a quick look at some of the scenarios when candidates misunderstand an offer letter and start having second thoughts about taking up the job or reject the same altogether:
When You Misspell Their Names
Everything was going fine until the offer letter was released and the candidates either saw someone else’s name on the document or their own names spelled differently. All the zeal and enthusiasm is put out in a moment. Now, who is to blame for this blunder? Of course, the one sending this extremely important official paper - The HR professional. Such a grave mistake at the very first look of an offer letter can end up creating a dilemma amongst the selected candidates, thereby leading to rejection of the proposition.
When Salary Offered ≠ CTC Mentioned
When you initially talk about the salary expectations of the candidate at any stage, they tell you a desirable pay bracket. Now, as soon as the offer letter is drafted, you use the CTC calculator to derive a suitable figure for the employee as per his interview performance and mention it on the document. In case this number does not align with the candidate’s expectations or what you had discussed previously, then the candidates misunderstand that maybe you are not willing to onboard them as you have deliberately offered a lower amount.
When Date/ Time/ Location Is Incorrect
This time, the candidates get confused with either a wrongly put date/ day, a different location than expected or incorrect timings for certain schedules/ events. Now, the employees to-be misunderstand the offer letter, think of it as a fake mail or unbefitting and often cancel it due to the unsuitable dates, timings, and locations mentioned.
When Job Vacancy Is Mistaken As Job Offer
This is actually regarding the very first ad that you post and release through different mediums. Sometimes while designing a job vacancy, the employers use such a tonality that it is misunderstood by the job seekers as an offer. Many times, random emails with confusing statements like “you have been shortlisted!” or “You are hired!” mislead the reader into believing that it is an offer letter and not a job vacancy.
HRs are supposed to be extremely careful while drafting an offer letter. One mistake and it will take a toll on either the employee’s experience or the organization’s repute. This is the case where the offer letter is sent with the wrong information claimed in it. It could be the company policies and procedures or working conditions. There could be something wrong with the offer letter format also such as an informal tone, wrong sequence or incomplete information. Such serious mistakes intimidate the candidates and lead to rejection.