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Formal Job Offer

The following is a possible job offer. It’s just one example. The important thing is to specifically detail the benefits your company offers and restate what was said verbally. Make sure you clarify the basics — salary, hours, benefits, etc.


 


May 5, 2000


Jane Smith
245 Elm Street, Apt. 45
Columbus, OH 43221


Dear Ms. Smith:


Welcome to Making Your Business Better Inc. (MYBB). I’m happy you accepted the job last week when we talked on the phone.


This letter reiterates the verbal employment offer for the position of Assistant Manager for MYBB. It is an exempt position with an annualized salary of $XX,000 (list hourly wage for non-exempt). The job description is attached.


(Include if providing relocation allowance.)
You will receive a flat relocation allowance of $XXXX. MYBB will pay you half of the allowance upon acceptance of the employment offer, and the other half after you have secured a place to live. This allowance is contingent upon you remaining at MYBB for one full calendar year.


In other words, if you leave on your own volition before completing six months of employment, you agree to reimburse MYBB for the full amount of the relocation allowance. If you leave between six and 12 months of employment, you agree to reimburse MYBB for the amount of one-half the relocation allowance. If MYBB asks you to leave for any reason, no relocation allowance will be due to MYBB.


You start with MYBB on May 15, 2000. There is a six-month probationary period, with an interim review at 90 days and a more formal review at six months. The probationary period may be continued in MYBB’s sole discretion. Your first 30 days includes a structured orientation program focusing on the managerial function as well as the overall business and functionality of each department.


Your employment by MYBB is an employment at will, and accordingly, either you or the company may terminate the employment relationship at any time with or without cause.


There are 16 days of paid personal leave (PPL) per employment year, which you begin accruing immediately. Two of the days may be used during your probationary period as they are considered “floating holidays.” You are eligible to take the remaining PPL days after the completion of your probationary period. Any earned, but unused PPL will be paid at the time of termination of employment. All other days taken during the probationary period are time off without pay.


You are eligible for the employee benefits package, after the appropriate waiting periods (put in check marks on the left):



_____

Health Plan for yourself (you pick up the cost of any dependents)

_____

Vision and Dental coverage for yourself (you can also add dependents at your expense)

_____

Life Insurance

_____

Long-term Disability

_____

401(k) Pension Plan with a 25% match

_____

Money Purchase Pension Plan (5.7% of total compensation upon eligibility)

_____

Employee Assistance Program

We’re required by law to obtain documentation within the first three days of employment that you are eligible to work in the United States. Acceptable documents are listed on the attached sheet. Please bring copies of your documentation your first day of work.


Jane, you’ve made a good choice in selecting this job, and we are looking forward to having you on the staff here. You’re going to be a great addition to the team. Please sign one copy of this letter and return it to me to indicate you’ve accepted the terms of this employment.


Sincerely,


 


Susan Better
MYBB


 


EMPLOYMENT OFFER AND MYBB’S TERMS AND CONDITIONS OF EMPLOYMENT ACCEPTED:


__________________________

_______________

Name

Date

 


The information contained in this article is intended to provide useful information on the topic covered, but should not be construed as legal advice or a legal opinion.


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Sample Letter to Candidates Not Offered a Job

Sample Not-Offered-Job Letter


 


Ms. Jane Smith
245 Elm Street, Apt. 45
Columbus, OH 43221


Dear Ms. Smith:


It was good to meet you in the interview held recently for the Assistant Manager position. It was difficult to choose from such a good crop of candidates.


We have offered the job to one of the other candidates. Still, we encourage you to keep your eyes out for future openings at Make Your Business Better as they become available.


In the meantime, we wish you the best of luck in your job search and any other endeavors.


Sincerely,


 


Jane Doe
Make Your Business Better


The information contained in this article is intended to provide useful information on the topic covered, but should not be construed as legal advice or a legal opinion.


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Sample Letters to Applicants Selected or Not Selected for Interview

Sample Selected-For-Interview Letter

 

Ms. Jane Smith
245 Elm Street, Apt. 45
Columbus, OH 43221

Dear Ms. Smith:

Last week, we evaluated all the applications we received for the position of Assistant Manager at Make Your Business Better.

It was tough to decide on the select group chosen for an interview, because we received so many good resumes.

You were one of those selected for an interview. We’d like to find out more about the skills you would bring to the job. Ideally, we’d like to meet with you April 10 or 11 at a time that works for you. Give us a call at (714) 555-1212 to work out a time and get directions.

I’ll look forward to meeting you. You can expect to be here about 90 minutes total, with a short assessment of your work preferences followed by the interview.

Sincerely,

 

Jane Doe
Make Your Business Better

The information contained in this article is intended to provide useful information on the topic covered, but should not be construed as legal advice or a legal opinion.

 

 

Sample Not-Selected-For-Interview Letter

 

Ms. Jane Smith
245 Elm Street, Apt. 45
Columbus, OH 43221

Dear Ms. Smith:

Last week, we evaluated all the applications we received for the position of Assistant Manager at Make Your Business Better.

It was tough to decide on the select group chosen for an interview, because we received so many good resumes.

Unfortunately, we weren’t able to offer you an interview. However, we encourage you to apply for other positions as they become available in the future.

Thank you for your interest in Make Your Business Better, the most respected source of business/management information. Best wishes in your job search.

Sincerely,

 

Jane Doe
Make Your Business Better

The information contained in this article is intended to provide useful information on the topic covered, but should not be construed as legal advice or a legal opinion.

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iDear Workforce-I Good Sources for Long-Distance MBAs

Q


Dear Workforce:


Do you know any good resources for learning about different long-distance MBA programs with HR components?



A


Dear MBA-hopeful:


Try the book “The Best Distance Learning Graduate Schools,” by Phillips and Yager, published by Princeton Review Publishing.


It has information an a couple of hundred schools, and designates which ones have HR components. Good luck.



SOURCE: Todd Raphael, Online Editor for Workforce.



E-mail your Dear Workforce questions to Online Editor Todd Raphael at raphaelt@workforceonline.com, along with your name, title, organization and location. Unless you state otherwise, your identifying info may be used on Workforce.com and in Workforce magazine. We can’t guarantee we’ll be able to answer every question.


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Sample Confirmation Letter

Sample Confirmation Letter


Ms. Jane Smith
245 Elm Street, Apt. 45
Columbus, OH 43221


Dear Ms. Smith:


Thank you for sending your resume and application for the position of Assistant Manager at Make Your Business Better.


We’re going to be interviewing people starting May 1, 2000, and hope to settle on a candidate by June 1, 2000.


Thank you for your interest in Make Your Business Better, the most respected source of business/management information.


Sincerely,


 


Jane Doe


Make Your Business Better


 


The information contained in this article is intended to provide useful information on the topic covered, but should not be construed as legal advice or a legal opinion.


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Sample Job Description for an Accounting Clerk-Receptionist

Below is a template for whata basic job description should include. Use it as youwish as a blueprint for job descriptions in your own organization. Note thatthis does not in any way constitute legal advice and that your company’sdocuments should be reviewed by your own attorney.

Make Your Business Better,Inc.

Job Description:
Accounting Clerk/Receptionist

Job Title:

AccountingClerk/Receptionist

Department:

Finance

Reports To:

SeniorAccounting Manager

FLSA Status:

Non-exempt,Full-time

Updated Date:

February4, 2000

PRIMARY PURPOSE
Work in thefinance department in all areas and in general office/administration.

DUTIES ANDRESPONSIBILITIES

Accounts Payable (60%)

1. Assiststhe Senior Accounting Manager in performing all Accounts Payable functions.Such duties include, but are not limited to:

  • Opening and/or sortingfinance mail
  • Vouchering all incominginvoices
  • Distributing vouchersfor department approval; distributing vouchers for President/CEO approval

2. Inputs Accounts Payable datainto the accounting system after all approvals have been made.

3. Assists in running checks asdirected by the Senior Accounting Manager.

  • Works with SeniorAccounting Manager to ensure that key bills where there is a substantialpre-payment or early payment discount, are paid on time.
  • Ensures that nopenalties accrue for lay payments.

4. Gets checks signed. Preparesall material for mailing, ensuring that appropriate copies are maintained andfiled, according to departmental guidelines.

GeneralAdministrative (40%)

1. Handles reception dutiesincluding telephone answering, distributing telephone sheets and other relatedduties.

2. Works with Senior AccountingManager in handling general administrative duties, including, but not limitedto:

  • Managing supplyinventory and doing ordering
  • Filing
  • Copying
  • Providing shipping roomback-up, as needed
  • Other related duties
  • Provides departmentworkflow support

3. Works with Senior AccountingManager in benefits enrollment and communication duties, including but notlimited to:

  • Distributing regularinformation reports
  • Distribute new employeewelcome package

4. Other office duties, asrequired, including but not limited to: typing, filing, making reservations andmaking telephone calls.

EDUCATION and/orEXPERIENCE
Qualificationsand Requirements:

·   Education:High school degree.

  • Specialized Training:Bookkeeping courses.
  • Previous Experience:One to two years of bookkeeping experience.

LANGUAGE SKILLS
Ability toread and interpret documents such as safety rules, operating and maintenanceinstructions, and procedure manuals. Ability to write routine reports andcorrespondence. Ability to effectively present information and respond toquestions from clients and customers.

MATHEMATICAL SKILLS
Ability to apply concepts such asfractions, percentages, ratios, and proportions to practical situations.

REASONING ABILITY
Ability to define problems, collectdata, establish facts, and draw valid conclusions. Ability to solve practicalproblems and deal with a variety of concrete variables in situations where onlylimited standardization exists. Ability to interpret a variety of instructionsfurnished in written, oral, diagram, or schedule form.

PHYSICAL DEMANDS
The physical demands described here arerepresentative of those that must be met by an employee to successfully performthe essential functions of this job. Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions.

Whileperforming the duties of this job, the employee is regularly required to talkor hear. The employee frequently is required to sit. The employee isoccasionally required to stand; walk; use hands to finger, handle, or feel;reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl;and taste or smell. The employee must frequently lift and/or move up to 25pounds. Specific vision abilities required by this job include close vision,distance vision, color vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT
The work environment characteristicsdescribed here are representative of those an employee encounters whileperforming the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essentialfunctions. The noise level in the work environment is usually moderate.

SPECIFIC REQUIREMENTS
Skills:

  • Word processingsoftware
  • Accounting (payables,receivables, general ledger, billing) software
  • Spreadsheet software
  • Ability to use theInternet and e-mail
  • Ability to manage andcomplete multiple tasks

Knowledge:

  • Accounting terms,principles and processes

The information contained inthis article is intended to provide useful information on the topic covered,but should not be construed as legal advice or a legal opinion.

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ADA and Injury Toolkit

Inside, you’ll find the following items to help you in managing ADA, workers’ comp and return-to-work issues:


  • The importance of disability management


  • An overview of the major players and major issues you’ll deal with in the event of an injury


  • A short checklist of steps to take in the event of an injury


  • “Light duty” article


  • Six forms related to the accommodation process

You can find more information through the Research Center’s section on disabilities. Also, experts from the Job Accommodation Network (a federally funded consulting group) are available to answer your ADA-related questions by e-mail. Contact them at jan@jan.icdi.wvu.edu. A consultant who specializes in the area you inquire about will get back to you.


The information and forms contained in this feature are intended to provide useful information on the topic covered, but should not be construed as legal advice or a legal opinion.

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HR 101 Global

This special monthly section gives you information you need to know about important HR topics, including articles, tips and charts, as well as links to product information.

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Table of Contents April 2000

Cover Story


Employee, Cover Thyself
By Shari Caudron
Employers are absorbing rising health care costs to prevent employees from jumping ship in these lean labor times. There is a solution to controlling the high costs, but employers can’t seem to look it in the eye: health care vouchers — which would leave choice of plan and coverage up to the employee.


Features


Net Gains to HR Technology
By Samuel Greengard
Now that many human resources departments have been introduced to automated bliss, the new step is to conduct HR entirely online: e-HR. Do you know what HR is capable of doing with newer systems, some software, and an Internet connection? The possibilities are endless.


Minority Execs Want an Even Break
By Sharon Davis
Employers may encourage hiring a diverse workforce. But even though there’s been an effort to hire minority executives, companies are doing little to keep them in the door. Learn what minority executives are looking for and how you can create an environment where they can thrive.


Are You Ready to Outsource Staffing?
By Jennifer Laabs
Many HR departments are choosing to outsource day-to-day tasks. Yet with a function as important as staffing, especially when the national unemployment rate is so low, is recruitment something you want to put in the hands of a third party? The key is to know what tasks are “outsource-able” and which vendor will suit you best.


The Hunt for Public Sector IT
By Brenda Paik Sunoo
So you think you have IT recruitment problems? Take a look at public organizations — they can’t even come close to some of the extravagant ways several companies are using to attract tech talent. However, they are discovering alternative ways to stay in the recruiting game. Learn how the public sector is finding and keeping IT workers.


HR 101


Global HR Strategies
In this month’s HR 101, we offer tools you can use to push global HR strategy at your organization. Here you’ll find a monthly checklist of global HR tasks, and data to compare how you’re doing with other growing companies.


Departments


On the Contrary
And the Point Is?


InfoWise
You’ve Been Hacked!


The Buzz
Bullying in the Workplace Often Goes Unnoticed


Forte
Roche Chooses Health By Promoting Prevention


Legal Insight
Internet Recruitment Limits Demographic Scope


Working Wounded
How Do I Connect With an Audience?

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Enter The Brave New World

Change has always been rampant, but the pace has never been more frantic than now, according to Robert Rosen, Patricia Digh, Marshall Singer, and Carl Phillips, authors of “Global Literacies: Lessons on Business Leadership and National Culture” (Simon & Schuster, 2000). Here are some events that will factor into this new stage of business evolution, as discussed in their book.


Globalizing Growth. The globalization of companies and brands makes it difficult, if not impossible, to determine the “home country” of many corporations.


International Megamergers. Global mergers create giant multinational corporations that are larger, richer and more powerful than many countries.


Regional Economic Power. Strong regional trade associations, such as the European Union, NAFTA, ASEAN, and Mercosur, will enhance geographic economic bases around the world.


Economic Interdependence. Strong global monetary and regulatory agencies will be required to handle severe volatility in the international financial system.


Privatizing Power. The privatization of state-run enterprises and the diminished economic decision-making power of nation-states will continue if there is no major worldwide depression.


Identity Problems. In an increasingly interconnected world, people will be torn between being global cosmopolitans, regional traders, national cheerleaders, ethnic personalities, and local citizens.


American Backlash. Defensiveness against ubiquitous American culture, democracy, military might, and free-market capitalism will counter the continuing strength of the United States as the primary world power.


European Integration. The economic integration of Europe and the euro, with the seemingly inevitable political integration to follow, will further solidify that continent’s influence over the world stage.


Asian Rebound. The hardworking nature of Asians and their social and family networks, combined with their commitment to education, form a strong foundation for their economies to rebound — and sooner rather than later.


China Inc. If China holds together as one nation and if its economic development continues, this will become the largest, most important market in the world.


Haves & Have-Nots. The gap between the haves and have-nots, both within and among countries, will continue to widen unless more developed countries make a stronger commitment to wealth creation and wealth distribution in less developed nations.


Ethnic Conflicts. The number and intensity of ethnnic conflicts will increase worldwide, as well “terrorism” driven by these ethnic and religious differences.


Economic Versus Environmentalism. As economic development expands globally, pollution and global warming will accelerate, creating political and economic conflicts in all countries, with all parties culpable.


Demographic Dilemmas. The swelling population of young people in the developing world — and the need to create jobs for them — combined with the growth of the elderly population in the developed world and the need to take care of them — will create economic and political challenges for all.


SOURCE: “Global Literacies: Lessons on Business Leadership and National Culture” by Robert Rosen, Patricia Digh, Marshall Singer, and Carl Phillips (Simon & Schuster, 2000)


Workforce, April 2000, Vol. 79, No. 4, pp. 76-78.