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Run: Offer Letter Process SOP

An offer letter process SOP for verifying hiring approval, drafting the letter, routing compensation for review, handling negotiation, and recording acceptan...

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Steps

The recruiter verifies that the requisition is open, the final candidate selection is documented, and any required background or reference checks are complete or conditionally approved per policy. The recruiter records any open conditions that must be included in the offer process.
The recruiter enters the candidate's name, job title, department, work location, start date, reporting manager, compensation details, and any conditional terms into the approved offer letter template. The recruiter checks that all fields match the approved requisition and compensation range.
The recruiter submits base pay, bonus, equity, sign-on bonus, relocation, and any special terms for review against the approved compensation range and approval matrix. The recruiter flags any deviation from standard policy for manager or compensation team review.
The compensation analyst or HR manager reviews any deviation from the approved range, internal equity guidance, or sign-on policy. If the deviation is acceptable, the approver documents the rationale and approval. If not, the approver escalates the exception to the designated decision maker.
The recruiter sends the approved offer letter to the candidate using the authorized delivery method. The recruiter confirms the version sent matches the approved terms and records the send date and time in the candidate record.
The recruiter or HR manager escalates the exception to the designated approver with the proposed terms, business justification, and any supporting market or equity data. The approver records the decision, conditions, or required revisions before the offer can be issued.
The recruiter documents any candidate counteroffer, requested start date change, relocation request, or other negotiation item. The recruiter compares the request against policy and the approved compensation range, then routes any change that affects approved terms through the required approval path.
The recruiter confirms whether the candidate accepted, declined, or requested additional time. If accepted, the recruiter records the acceptance date, signed offer, and any conditions. If declined, the recruiter records the reason when provided and closes the requisition according to process.

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