The best way to confirm an offer of employment is to send the prospective employee two signed copies of the contract of employment, which contain all the terms and conditions of employment. One copy is for the prospective employee to sign and keep, the other is for him/her to sign and return to you, to indicate acceptance. Use the following link for an appropriate draft Contract of employment.
It is common practice for a contract of employment to include references to policies and procedures which are set out in full in a staff handbook. If a contract of employment refers to a staff handbook, it may be construed that the entire contents of the staff handbook forms part of the contract of employment. This may not always be the employer’s intention. It is therefore important that the staff handbook makes it clear which items form part of the contract of employment and which do not. It is also important that that the staff handbook does not contain any statements which conflict with the contract of employment. For further guidance on the use of staff handbooks, please contact ABDO HR Service.
The contracts should be sent with a covering letter which makes it clear that the offer of employment is subject to:
- References which are satisfactory to the employer
- Documentary evidence of formal qualifications
- The absence of any contractual restrictions which would prevent the prospective employee from accepting the offer and starting work on the date agreed
- Documentary evidence of the right to live and work in the UK.
Depending on the nature of the job, you may also wish to make the offer subject to a satisfactory medical examination and/or the possession of a driving licence
For a suitable covering letter, please see Offer letter.