Offer & Hiring for General Contracting
Offer & Hiring is the process of turning a selected finalist into a confirmed new hire through clear decisions, structured approvals, and professional communication. It covers internal alignment, compensation verification, reference and background checks, verbal and written offers, and final onboarding handoff. The process balances speed with due diligence so the company does not lose strong candidates while still protecting itself legally and financially. When done well, Offer & Hiring gives candidates a strong first impression and gets them ready to start with minimal confusion.
Confirm final candidate selection and role fit
Step 1: Collect interview feedback from all interviewers
Ask each interviewer to provide brief written feedback on the finalist candidates, including strengths, concerns, and their recommendation. Ensure feedback is stored in a central location such as your applicant tracking system or shared folder.
Step 2: Review feedback and compare finalists
Look at all feedback side by side and compare finalists against the job requirements and cultural values. Pay attention to any consistent themes, such as repeated praise or repeated concerns about the same behavior.
Step 3: Hold a short selection meeting
Schedule a brief meeting with the hiring manager and any key interviewers to discuss finalists openly. Confirm who they recommend and why, and give HR a chance to raise any process or compliance concerns.
Step 4: Confirm that the chosen candidate meets minimum requirements
Before agreeing on a final choice, make sure the candidate meets all non-negotiable requirements, such as right to work, minimum experience, and required licenses. If something is not yet verified, plan how it will be checked before the candidate starts.
Step 5: Document selection decision
Record in the tracking system which candidate was selected, the date, and who participated in the decision. Include a short summary of why this candidate was chosen over others for future reference.
Step 6: Notify leadership or department head if required
If company policy requires department head or executive sign-off on final selections, send them a short summary and request confirmation before moving on to offer details.
Verify compensation package and internal equity
Step 1: Confirm approved pay range for the role
Review the pay range that was approved during job posting and workforce planning. Make sure you have the current version and that it reflects any updated budget decisions.
Step 2: Discuss target offer with hiring manager
Ask the hiring manager where they think the candidate fits within the range, based on experience and how they compare to current team members. Encourage them to be specific about why they want that level of pay.
Step 3: Check internal equity with similar roles
Compare the proposed pay to current employees in the same or similar roles, especially those with similar tenure and responsibility. Flag any large discrepancies and discuss whether they are justified or need adjustment.
Step 4: Review additional compensation elements
List any other compensation pieces such as sign-on bonuses, project completion bonuses, company vehicle eligibility, fuel card, or per diem. Confirm whether these items are consistent with company policy and budget.
Step 5: Obtain necessary approvals for final package
Send a summary of the proposed compensation package to HR leadership and, if required, finance or ownership for approval. Include base pay, expected bonus structure, and any special elements that deviate from standard practice.
Step 6: Document approved offer terms
Once approved, record the final numbers and details in the candidate’s record and in an internal offer worksheet. This document will be used to prepare the written offer and to set them up in payroll.
Conduct reference checks for the finalist
Step 1: Obtain candidate permission and reference details
Ask the candidate for a list of professional references, ideally including at least one former direct supervisor. Confirm that you have permission to contact them and verify correct phone numbers and email addresses.
Step 2: Prepare a standard reference question template
Create a short list of consistent questions about job performance, reliability, teamwork, safety behavior, and rehire eligibility. Using the same questions for each reference makes answers easier to compare.
Step 3: Schedule reference calls and introduce yourself
Reach out to each reference by email or phone to schedule a brief call. Introduce yourself, explain the role the candidate is being considered for, and estimate how long the conversation will take.
Step 4: Ask questions and take detailed notes
During each call, work through your question list, listening for specific examples rather than general praise. Take careful notes on key points, particularly any red flags or strong positive comments.
Step 5: Compare reference feedback to interview impressions
After completing the calls, compare your notes to what you learned in interviews. See whether references reinforce or contradict your prior impressions of the candidate.
Step 6: Record reference outcomes and decide whether to proceed
Summarize reference results in the candidate’s record and mark whether references support proceeding with an offer. If serious concerns arise, discuss them with the hiring manager and HR leadership before moving forward.
Initiate background checks and pre-employment screenings
Step 1: Confirm which screenings are required for the role
Review company policy and any client or project-specific requirements to determine which checks are needed, such as criminal background, motor vehicle record, drug screening, or employment verification.
Step 2: Obtain written consent from candidate
Provide the candidate with the appropriate consent forms and disclosures as required by law. Make sure they understand what will be checked and how their information will be used.
Step 3: Submit requests to approved screening vendors
Use the company’s approved background check or drug testing vendors to initiate checks. Enter candidate information carefully and double-check spelling, dates of birth, and identification numbers.
Step 4: Coordinate scheduling for in-person screenings
If drug tests or physicals are required, send the candidate clear instructions on where to go, what to bring, and by when they must complete the screening. Confirm the appointment is realistic for their schedule.
Step 5: Monitor results and follow up on delays
Track the status of all checks with the vendor. If results are delayed, follow up and keep the candidate informed in general terms without sharing sensitive details.
Step 6: Review results with HR leadership and respond appropriately
When results arrive, review them against company policy. If they are clear, mark checks as complete. If there are issues, discuss with HR leadership and, if necessary, seek legal guidance before deciding to move forward or withdraw the offer.
Prepare written offer letter and employment documents
Step 1: Retrieve the approved offer template
Open the current company offer letter template stored in the HR shared folder. Make sure you are using the latest version that has been reviewed by legal or HR leadership.
Step 2: Fill in candidate and role details
Enter the candidate’s full legal name, job title, department, primary work location, and reporting manager. Double-check spelling and ensure the job title matches the job description and internal systems.
Step 3: Insert compensation and key terms
Add the agreed base pay, pay frequency, and any bonus or incentive details in the appropriate sections. Include any special conditions, such as probationary periods or project-based terms, following company policy.
Step 4: Include required attachments and policies
Attach or reference important documents such as an employee handbook acknowledgement, confidentiality agreements, non-compete or non-solicit forms if used, and safety policies. Make sure each document is correctly labeled.
Step 5: Review the draft for accuracy and clarity
Read the entire offer letter aloud or slowly to catch errors. Confirm that dates, amounts, and conditions match what was approved internally and what you plan to say in the verbal offer.
Step 6: Obtain internal approval on the final offer letter
Share the draft letter with the hiring manager and HR leadership for a quick review and sign-off. Once approved, save it as a final version ready to send to the candidate.
Present verbal offer and confirm interest
Step 1: Schedule a dedicated call with the candidate
Arrange a specific time to speak with the candidate about the offer, rather than calling unexpectedly. This shows respect and ensures they can focus on the conversation.
Step 2: Prepare a brief verbal offer script
Before the call, write bullet points covering job title, start date, base pay, key benefits, and any bonus or special terms. This helps you stay consistent and avoid leaving out important details.
Step 3: Walk through the offer details clearly
On the call, congratulate the candidate and present the main elements of the offer calmly and clearly. Pause after each major point to allow questions or reactions.
Step 4: Ask for the candidate’s initial reaction
After explaining the offer, ask how it sounds to them and whether there are any concerns or questions. Listen carefully and take notes on anything they might want to negotiate or clarify.
Step 5: Explain next steps and timing
Tell the candidate when they will receive the written offer and how long they have to review and respond. Clarify whether they should email you with questions or schedule a follow-up call.
Step 6: Document key points from the conversation
After the call, write a short summary of the candidate’s reaction, any tentative agreements, and potential negotiation items. Save this in the tracking system and share it with the hiring manager.
Send written offer and track candidate response
Step 1: Prepare the offer package for sending
Combine the final offer letter and any required attachments into a single PDF or secure document package. Name the file clearly with the candidate’s name and position.
Step 2: Send the offer via agreed method
Email the offer to the candidate or send it through your electronic signature system, following company practice. In the message, restate the deadline for response and how they should accept or ask questions.
Step 3: Update candidate status to reflect offer stage
In your tracking system, change the candidate’s status to “Offer Sent” and record the date and time the offer went out. This helps everyone see where they are in the process.
Step 4: Monitor for acceptance or questions
Watch your email or signing platform for signs that the candidate has opened, signed, or commented on the offer. Respond promptly to any questions so they do not stall.
Step 5: Send a polite reminder before the deadline
If you have not heard back as the response deadline approaches, send a short, courteous reminder asking if they need more information. Avoid pressuring language but be clear about timing.
Step 6: Record final response and save signed documents
Once the candidate accepts or declines, update their status accordingly. Save the signed offer letter and any signed attachments in their file and in the HR document storage system.
Manage offer negotiations within approved parameters
Step 1: Clarify exactly what the candidate is requesting
When a candidate raises concerns or requests changes, ask them to be specific. For example, find out the pay range they are seeking or the exact start date they would prefer.
Step 2: Compare request to approved parameters
Check the original approved pay range and terms to see if the candidate’s request fits within those boundaries. Note where it complies and where it exceeds what has been approved.
Step 3: Discuss options with hiring manager and HR leadership
Share the candidate’s request with the hiring manager and HR leadership. Together, decide what adjustments, if any, you are willing to make while still maintaining fairness and budget.
Step 4: Prepare a counteroffer if appropriate
If you will adjust terms, write down a clear counteroffer that spells out revised pay, bonus, start date, or other conditions. Ensure it is consistent with all internal approvals.
Step 5: Communicate counteroffer clearly to candidate
Share the counteroffer by phone and follow up in writing. Explain that this is the company’s best offer and clarify any tradeoffs, such as start date flexibility versus pay.
Step 6: Set a firm response deadline and next steps
Let the candidate know how long the counteroffer will remain open and what will happen if they decline. Update the tracking system with all negotiation steps so there is a clear record.
Set up new hire in HR, payroll, and IT systems
Step 1: Confirm signed offer and start date
Verify that you have the signed offer letter and that the start date is clear and recorded. If any conditions were attached to the offer, such as passing screenings, confirm that they are complete.
Step 2: Create employee record in HR system
Enter the new hire into your HR or employee management system using their legal name, contact information, position, department, and start date. Double-check for typos, as these can cause problems in payroll and benefits.
Step 3: Set up payroll profile and tax information
Coordinate with payroll to create the new hire’s pay profile, including pay rate, pay frequency, and any special allowances such as per diem. Ensure there is a plan to collect tax and direct deposit forms during onboarding.
Step 4: Request IT accounts and access
Submit a request to IT to create necessary accounts such as email, project management tools, and any required software or system logins. Specify which systems they need based on their role and location.
Step 5: Coordinate equipment and work location needs
For field roles, ensure they will have access to the appropriate jobsite, safety gear, and tools. For office roles, confirm that a desk, computer, and phone are ready by their start date.
Step 6: Record system setup completion
Update an internal checklist to show which systems and access have been set up. Share this checklist with whoever is managing New Hire Onboarding so they know what is ready.
Close requisition and notify non-selected candidates
Step 1: Confirm the hire and position status
Once the candidate has accepted and a start date is set, verify with the hiring manager that the role is now filled and no additional hires are expected from this posting.
Step 2: Update requisition status in tracking and HR systems
Change the job or requisition status to “Filled” or “Closed” in the applicant tracking system and any HR planning tools. Make sure no new applications are being accepted for this role.
Step 3: Identify candidates who need closure communication
From the pool of interviewed or screened candidates, list those who should receive a more personal decline message, such as those who reached later stages of the process.
Step 4: Send respectful decline communications
Use tailored messages or phone calls, depending on stage, to inform candidates they were not selected. Thank them for their time and, where appropriate, mention that you will keep their information on file.
Step 5: Tag strong candidates for future openings
For candidates who performed well but were not selected, mark them in the system as “Silver Medalist” or similar so you can find them easily for future roles.
Step 6: File all offer and hiring documents
Ensure that all offer letters, reference notes, screening results, and communication records are stored in the appropriate HR and project folders. This completes the Offer & Hiring process and sets up a clean handoff to New Hire Onboarding.
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