Concept job offer is absent in Russian labor legislation and has no equivalent in Russian. It means a letter of invitation received from the organization by a candidate for a vacancy who has passed all the stages of interviews and is hired. Feature and some danger job offer for the employer is that certain conditions this, at first glance, an innocent invitation may entail quite certain legal implications. How to compose job offer , so that it does not cause trouble to the company, and how to issue the details of this letter, we will talk in our article.
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Even though the concept job offer is familiar to our personnel officers, very few write such letters. Much more often, job invitations are used in Russian representative offices of international companies, because in the West this practice is much more common. In our country, the letter of invitation is mainly of an image character. Replacing the duty call “You are accepted, come to the personnel department” with a letter is intended, according to many experts, to emphasize the importance for the company of each representative of its human resources.
Word offer translated from of English language as an "offer", respectively, job offer- sentence work. However, in our opinion, it is more logical to consider this letter invitation, after all, the stages of offering a vacancy and self-presenting a candidate have already been completed, interviews have taken place, and a person has been selected for the position. It remains only to inform him about it and invite him to work.
So, job offer completes the recruitment process for vacant position . The prospective employee is sent a letter in which:
- the company officially announces that it was he who was selected to fill the vacant position;
- the position is called again, the conditions are listed (which, ideally, should then migrate to the text employment contract);
- the date and place of the conclusion of the employment contract are called, the documents that you need to take with you are listed.
Are there situations when to send a candidate elected to a vacant position, job offer absolutely contraindicated? Perhaps not, provided that the company is interested in working with him and is really going to comply with all the conditions of his work discussed at the interview. In general, there is nothing wrong with the invitation letter.
job offer and employer risks
The main task of the personnel officer who draws up the invitation is not to observe corporate tradition or pay tribute to fashion, but not to bring undesirable legal consequences on the employer with a seemingly harmless letter. However, job offer can be “harmful” to the employer only in those cases when the applicant who has already received an invitation has to be denied employment and the failed employee goes to court.
For this case job offer should not:
- be proof of a job offer;
- be proof of employment conditions;
- contain signs of an employment contract.
The first two points are pretty easy to follow. It is enough to make sure that the letter is signed not by a person authorized to receive personnel, but by any other manager or even an employee of the personnel department. Then no one will be able to say that the job offer and its conditions came from the employer.
Otherwise, the employer will have to explain to the court the reason for refusing to employ the employee, as well as why the working conditions described in the invitation were not fully transferred to the employment contract.
Invitation letter vs employment contract
As for the signs of an employment contract in j ob offer, then they include:
- mandatory conditions for inclusion in the employment contract (in accordance with Article 57 of the Labor Code of the Russian Federation);
- signing of the invitation by both the applicant and the employer (or an official authorized to hire personnel).
Such job offer in case of litigation, the court may consider the concluded employment contract.
The question may immediately arise: is it necessary to conclude an employment contract if we have drawn up a complete job offer signed CEO and handed it over to the employee under a personal signature, despite the fact that we are not going to refuse a person in employment? Is it possible to replace the contract with a similar letter of invitation? The answer is no. An employment contract is a mandatory document when applying for a job, which is prescribed in the Labor Code of the Russian Federation, and it is categorically impossible to refuse it in favor of a letter, albeit endowed with the signs of a contract.
A very common situation: the job offer describes some conditions that are very pleasant for the employee, but for some reason they are absent in the employment contract or are balanced by much less rosy duties set out in job description. In this case, if it comes to the consideration of the dispute, the court will first of all look at the employment contract, and not job offer: the contract was signed, therefore, it was previously read, which means that at the time of signing the employee agreed with the conditions set out in the document.
A completely win-win way for the employer to avoid all risks when sending job offer- provide it to the addressee by e-mail as a private message. In no case on the letterhead of the organization and without any signatures. In our country, it is extremely difficult to pass off personal e-mail as evidence in court... But then it will not be possible to maintain a positive image of a reputable organization, but job offer prepared for just that.
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Anton Borisov, Lawyer of Inter-TRADE LLC
Should not be confused job offer with an invitation to work in the order of transfer from another employer, which is mentioned in Part 4 of Art. 64 of the Labor Code of the Russian Federation. The fact is that the second has two rather important consequences. Firstly, the employer is obliged to accept an employee invited by transfer from another employer within one month from the date of dismissal from the previous place of work (part 4 of article 64 of the Labor Code of the Russian Federation). Secondly, in the event that an employee who wrote a letter of resignation of his own free will changes his mind, he will not be able to withdraw his application if in his place in writing another person was invited (part 4 of article 80 of the Labor Code of the Russian Federation).
Compiling job offer
Now let's turn to the issues of creating a letter of invitation to work according to all the rules for writing business letters. From a general business point of view job offer is a variety business letter. Its details are drawn up in accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for the execution of documents ”(approved by the Resolution of the State Standard of the Russian Federation dated 03.03.2003 No. 65-st).
Destination. addressee job offer is always an individual. If the letter is addressed to an individual, then first his surname, initials, and then the postal address are indicated in accordance with, for example:
Document text. Text structure job offer usually developed and approved by the organization. There is no universal text for a letter of invitation to work. You can include only congratulations on hiring and the address of the personnel department, or you can include a detailed description of working conditions. Sample short and long texts job offer are given in Examples 1 and 2.
Signature. As already mentioned, it is better if job offer will be signed by an employee of the organization who does not have the right to hire personnel. This may be, for example, the future immediate supervisor of the addressee of the letter or an employee of the HR department. It would be a mistake to indicate the CEO’s letter as a signatory and sign another employee through “and. about." or a slash before the position. The requisite "Signature" is drawn up according to the scheme: position - personal signature - initials and surname (signature decoding):
print imprint on job offer next to the signature is not necessary.
If the company decided to send job offer on the letterhead of the organization, then you need to use the one that is used for letters. If it is sent to the addressee by mail or handed in person, then two copies of the letter will be required: one for the employee, the other for the employer. This is a common practice for preparing business letters: one copy (it is called a “visa” because, if necessary, visas for the approval of interested parties are affixed directly on it). officials and various notes) remains with the author and is placed in the file. A letter of invitation to work is no exception: the second copy will be placed in the personal file of the hired employee.
After signing, the letter goes through the registration procedure and only after that is sent (transferred) to the addressee. Usually, on letters devoted to solving personnel issues, they put an acquaintance visa. Upon receipt of a letter in the personnel department, the employee signs on the copy of the employer, and this copy with the “live” signature of the employee is then carefully stored in the appropriate file. However, when compiling job offer this visa is not issued: the signature of the employee on the invitation is unnecessary in this case an element of the letter, completely in vain giving it a resemblance to an employment contract.
Is it possible to refuse when a particularly “advanced” employee in personnel matters requires job offer? Yes, you can, and thus labor law will not be violated. First, as already mentioned, the Labor Code of the Russian Federation does not contain such a concept. Secondly, the list of documents required for concluding an employment contract is approved by Art. 65 of the Labor Code of the Russian Federation. Neither job offer Footnotes
An invitation to an interview is usually made by phone or email. For each of the situations there is a certain regulation.
concept
What is an invitation to an interview? An invitation to an interview expresses the desire of the recruiter to talk with the applicant in person. It shows that something in the candidate's resume of an employee of the company caught on, seemed to him interesting and worthy of attention.
By phone
How to invite for a phone interview?
How to arrange a telephone interview? To arrange an interview by phone, dial his number, introduce yourself, succinctly invite and set a time.
Perhaps the applicant will ask how to get to the company or ask other clarifying questions.
Be prepared to answer them.
Invitation letter
Typically, the recruiter composes a text written in standard business style. A sample email interview invitation looks like this:
Dear Kirill Vladimirovich,
I have reviewed your resume for the position of art director and would like to invite you for an interview.
Call me at tel. 00-00-00 to set the date and time of the interview.
Sincerely, Anastasia Igorevna Polivanova.
This is only an approximate and abbreviated version. Generally each company makes its own interview invitation template. The invitation may additionally contain several sentences or even several paragraphs about the company and position.
How to respond to an invitation?
The following is a response to an invitation to an interview (sample letter):
Dear Anastasia Igorevna,
I will be at the interview at the appointed time.
You can use another option. The main thing is to thank for the invitation, confirm your consent to come to it or refuse it, indicate the date and sign.
How to cancel an interview?
Cancel interview polite and always motivated. It may happen that the reason for the refusal is quite discussed and then the details should be discussed with the employer.
How to cancel a phone interview?
If you want to decline by phone, call, politely introduce yourself, give the date of the interview, and say that you cannot come, giving a reason.
How do I opt out of an email interview?
You can unsubscribe by e-mail in much the same way as expressing consent.
Dear Anastasia Igorevna,
I received your letter and thank you for the invitation.
Unfortunately, I won't be attending the interview because family circumstances I can't work full time and have to work remotely. If there is such an opportunity in your company, I will gladly consider it.
08/15/2016 Sincerely, Kirill Bolshakov.
Why are they not invited?
Why aren't they invited for an interview?
If there is no answer to the resume, it means that you made mistakes when compiling it.
Perhaps it lacks flair., and it looks like hundreds of others.
You may not be suitable for the job in terms of education and previous experience.
Maybe you have more than one desired job listed on your resume., which should never be done, as this shows that the applicant is unsure of himself and does not know exactly what he wants.
If the interview is not invited, it is no reason to be upset but just an experience. You need to work on your resume.
For example, you can open one of the major job search portals and carefully read and analyze resumes of specialists in your field. It also makes sense to read the requirements of employers and make a mirror resume to them.
Conclusion
Both the invitation to the interview and the answer to it will have short and polite form. The answer must necessarily contain gratitude and confirmation of acceptance of the invitation, or with an explanation of the reasons.
An invitation to an interview may take a more or less detailed form, depending on the traditions in a particular company. So, you have learned how to properly invite for an interview by phone, by e-mail, success in your work, we hope our article was useful to you.
In order to fill a vacancy, it is necessary to hold meetings with several candidates. And a good recruiter should know how to properly invite a candidate for an interview by phone and email, so that he will certainly come. Remember that the recruiter represents the face of the company and just as the HR specialist selects candidates, candidates select the most suitable employer. We have collected samples of invitations for you and helpful tips about how to invite a candidate.
The offer to come for an interview is calling card companies, and each organization draws it up in its own way. But if a company presents enough high requirements to their candidates, then hiring issues should be approached no less carefully. And when it comes to finding the perfect employee, it's the little things that matter.
How is the invitation issued?
An invitation to an interview, as a rule, is of two types:
Written (by e-mail, sms and other means of communication).
How to invite a candidate by phone?
A convenient way to make the first contact with a candidate is simply to call him. However, remember that applicants are not sitting around waiting for your call, and it is likely that the person is busy in this moment.
Therefore, after you have introduced yourself, named the company and the purpose of the call, you should ask if you are distracting him and if he can talk. If it is convenient for the candidate to talk at the moment, you can continue the conversation. If you have any questions about work experience and skills, you should clarify this point. If the vacancy has any features, for example, working with foreigners, irregular working hours, etc. Check if the applicant is ready for such conditions. You can also immediately discuss the salary expectations of the candidate.
Common questions from candidates:
Describe my tasks in more detail
Where are you?
What are my responsibilities?
Employment official?
How long is the trial period?
We invite candidates by phone example:
good day, Elena! You are disturbed from the Buttercup company, my name is Svetlana. You have applied for our position as Sales Manager. Can you talk now?
Good afternoon, yes.
Elena, I wanted to clarify a couple of questions regarding your work experience. Your resume says that you worked as an assistant to the sales manager, specify, did you carry out sales yourself?
Svetlana, yes, after training and gaining work experience, I was engaged in sales and expanding the client base on my own.
Excellent. If you are satisfied with the conditions presented in the vacancy, I would like to invite you to a meeting. Tell me, will you be comfortable tomorrow?
Yes, in the afternoon.
13.00 will suit you?
Your resume contains an email address, is it up-to-date?
Yes that's right.
Then, I will send you a detailed address, directions and contacts to contact me. Thanks a lot, for a conversation.
Will wait. All the best.
If both parties were satisfied with the information received, then it is worth setting a date and time for an interview for a more detailed acquaintance. Enter the address and indicate that more detailed information send to the candidate in a letter. So you will be sure that the person has the correct information and he will not have to remember or write down for you. Remember that a phone call should not take long. And 10-15 minutes will be enough.
When sending an invitation letter for an interview, please include:
Date and time of the interview;
The contact person;
Phones for communication;
List required documents to be submitted by the candidate;
Email interview invitation sample
Dear Denis Sergeevich,
I have reviewed your CV for the position of "Senior Manager" and have come to the conclusion that your education and work experience are ideally suited for this position. In order to discuss all the nuances and get to know you better, I invite you to an interview, which will take place on December 15 at 13.00.
If a specified date or you are not satisfied with the time, please contact me to clarify the time.
Sincerely,
Maksim Anatolyevich, HR Director
Dear Anna,
I have carefully reviewed your resume. Your qualifications and work experience meet the requirements of our company. But, unfortunately, the position to which you applied has already been filled, but at the moment we have a vacancy for a senior manager. If a this work If you are interested, please contact me by phone 8495675 65 54, ext.132
Letter of Invitation for an Interview: General Information
How and which applicants to invite for an interview is up to you. The main thing is to follow the rules business etiquette Responsible approach to the search and selection of candidates. At the same time, it does not matter in what form you make an offer - in writing by e-mail or regular mail, send it by courier, call. AT recent times HR invites candidates for interviews via chatbots, SMS or Skype.
Think about how to invite a person to an interview, how to attract him in the course of communication. It is important that from the first meeting the applicant develops good impression about the company, its management, and also there was a desire to fill a vacant position.
Before you send a letter to the applicant or call him, study the resume. Carefully analyze the information, especially that relating to work experience, professional and personal qualities. This will allow you to understand whether the person fits the conditions.
Requirements for an invitation to an interview
When writing a letter, consider the importance of the position. If you are trying to close a high-level position, do not send invitations that were designed for mass recruitment of lower-level personnel. Show an individual approach to each specialist, show personal respect, for example, thank the person for the resume and the interest shown in the company.
Requirements for an invitation to an interview:
- respectful, businesslike, concise style;
- lack of grammatical errors;
- simplicity and logic of presentation;
- maximum information content, excluding the appearance of additional questions from the candidate.
What to write in an interview invitation
Structure the information so that the applicant can easily understand it. If necessary, break the text into paragraphs, make lists, highlight significant information.
The invitation must include:
- the name of the company and its area of activity;
- place and time of the interview - attach the location map if necessary;
- list of interview participants, including their positions, full names;
- job title and requirements for a specialist;
- list of documents required for employment.
Describe the conditions, the specifics of the work, the scheme of remuneration. Specify in the interview invitation the list of documents that you will need to present to confirm your professional status and work experience.
sample invitation for an interview
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Sample interview invitations for different situations
Interview invitation - business letter template. It must be written according to the same rules and according to a similar structure. Only the content of the document differs. There are many text options on the Internet, but it is better to use them only as samples.
Try to compose your own texts, in which you will take into account the importance of the position and workplace, emphasize the status of the company. This will ensure that the candidate does not receive a typical invitation that looks like letters from other companies. You can use the samples below as a basis.
Example #1
Bulk recruitment invitation
When sending out invitations for an interview, it is necessary to take into account not only the specifics of the vacancy, but also the number of applicants. So, with a mass recruitment of linear personnel, candidates can be sent the following invitations for an interview:
Download Sample
Example #2
Invitation, if the applicant is subject to increased requirements
In the text, list the special requirements for the candidate, which are not presented in all companies to specialists of a similar level and in a similar position. For example, it may be knowledge of certain programs, the presence of specific skills. An example of an invitation to an interview by e-mail is a sample below.
Download Sample
Example #3
Invitation for applicants who originally applied for another position
Sometimes the vacancy for which the candidate is applying has already been filled. But the experience and qualifications of the applicant are suitable for another vacancy that is still open in the company. In this case, make an invitation like this:
Download Sample
These are just a few of the templates you can use. The key is to keep your data accurate when you make changes. For example, some executives forget to correct the company's address, so candidates can't figure out where the office is.
What to look for when inviting a candidate by phone
When it comes to high or unique positions, the applicant deserves special treatment. In this case, it is better to announce an invitation to an interview during a personal conversation on the phone. This will allow you to conduct a rapid screening and see if it is worth inviting the applicant to the meeting.
Universal part of telephone screening with a candidate for any position
Start the conversation after introducing yourself and the name of the company you are calling on behalf of. If you are an employee of a recruiting agency, focus on which organization and for which position you can hire a specialist. Address the candidate by name and patronymic, specify whether this vacancy is still relevant for him. If the answer is yes, tell us more about the position and its specifics. In the meantime, note the advantages of the company.
Make sure that the candidate is ready to write down the address of the company, contact numbers. If it is inconvenient for him to do this at the moment, send the coordinates by e-mail, SMS or messenger. In this case, send the letter of invitation to the interview, the sample of which you have already prepared.
Maintain a polite and calm tone while speaking. Even if during the conversation your opinion about the candidate has changed in the worst side end the conversation on a positive note. Perhaps during a face-to-face interview, you will realize that you were wrong.
Council number 1. Address the candidate by their first and last name. Impersonal letters are repulsive. Try to address by name and patronymic. If there is a mass selection, this rule can be neglected to save time.
Council number 2. Don't overpraise the company. If you focus on the benefits of working in an organization, prospects and career growth, check what conditions in competing firms. Do not write lies - the applicant will still find out how things are. If he is disappointed, he can leave before the end of the probationary period.
Council number 3. Don't write interview invitations by hand. Follow the logic of the narrative, do not use terminology and small print, do not highlight words with color. Otherwise, the letter will look like a postcard, not a business proposal.
Council number 4. Be patient. During a telephone conversation, some candidates ask a lot of questions that need to be answered immediately. Even if you are in a hurry, give a brief consultation to a potential employee, and do not say that you will discuss everything “at a meeting”.
Tip #5. Create an original invitation letter. Invitations that are issued on a special form attract applicants more. For example, you can place a company logo on it, make margins, allocate space for printing.
Every person seeking to find appropriate place work, must know and understand the business schemes of interaction with potential employers. After the candidate has correctly compiled a resume and sent it to the desired positions, he awaits an invitation for an interview. If the resume is of interest to the employer, then he will definitely get in touch.
And when the invitation for an interview has come, the applicant must confirm the meeting, usually in a letter. And prepare for the cherished interview. How should you respond to an invitation for an interview? Should I reply right away or should I wait? We will tell you in our article.
Confirmation of the invitation is your official consent to the meeting and interest in cooperation. How to correctly answer so as to interest the employer?
To begin with, it is worth noting that you should not give consent instantly. Wait half a day before posting a response. The HR specialist will get the impression that you are a serious, busy person. Thus, if you received a letter during the day, then it is worth responding to an invitation for an interview in the evening. And if the invitation came at the end of the working day, give an answer the next morning. At the same time, you will have time to think again about whether you are really interested in this work. If something in the invitation is not clear to you, do not hesitate to call back and clarify.
How to issue an invitation confirmation?
After potential employer sent you a letter with the date and time of the upcoming meeting, you need to confirm receipt of the letter and inform that you are ready for the meeting at the specified time. Your letter must be serious. Do not allow familiarity.
Sample
Hello Ivan Ivanovich!
Thank you for the invitation. I will be glad (a) to come to your office at such and such a time (indicate the dates and times that are convenient for you. If already offered, confirm the meeting at the appointed time).
Sincerely,
Full name, phone
Dear Sergey!
Your letter has been received and read by me. I am very grateful to you for the invitation. I will be at the interview at the appointed time.
date, signature
Hello… (sender's name)!
Thank you for the invitation to the interview. I have carefully studied the information provided about the company and the vacancy (if the letter was detailed description or links to the company's website and vacancy). I'm interested in your offer. I am ready to meet with you ... (insert the date agreed earlier).
Sincerely, (your name)! (telephone and other means of communication)
“Respect (th-th) (name, the one to whom you are writing the answer)! Your letter has been received. Appointment on (date, time) confirmed. Thanks a lot for the invitation. Sincerely, (your name, date, signature)
How to respond negatively to an employer for an invitation to an interview?
If you are not satisfied with one or more points in the job offer, then you should give a negative answer that you are refusing to meet. Don't leave in English. A written refusal will show your business side and perhaps the employer will offer you more favorable employment conditions. One way or another, a well-mannered person will definitely answer that he is no longer interested in the offer.
Waiver Sample
“Hello, (name of the person to whom you are writing the answer),
I have received your invitation, but I cannot accept it at the moment. The fact is that I am not entirely satisfied with (Here, list all the points that cause you doubts). I am counting on (Here, list your conditions under which you are ready for employment). I look forward to our further cooperation. Sincerely, (Your name, surname, signature and date)"
If you change your mind, try to correctly indicate the reason for the refusal.
Good afternoon, (name of person contacting you)! I have carefully studied your proposal and at the moment I have to refuse the meeting, because:
I have made the decision to stay at my old job;
I have already received a job offer and I have given my consent;
At the moment, I don't need to look for a new job;
For personal reasons, my job search has been put on hold for the time being.
Be sure to clarify the following points:
Date, place and time of the interview;
What documents do you need to bring with you?
Who will the meeting be held with?
Specify the name and phone number of an employee who can be contacted in case of unforeseen situations.
If you are invited for a telephone interview
You received a long-awaited call from the company you wanted to work for. A recruiter may call you, not only to invite you for an interview, but also to conduct a telephone interview to begin with. During your telephone conversation the recruiter will probably ask questions about your professional experience, knowledge, and also understand how well you know how to conduct business conversations and the degree of your adequacy in general. If the answers suit the recruiter, you will be invited to a personal meeting. Please note that during the telephone conversation you also have the opportunity to ask questions. And it's worth using it. Be sure to write down all the information provided by the recruiter.
If you are called by an unfamiliar employer. It’s worth listening carefully to the offer to begin with, asking how they learned that you are looking for a job, asking questions that interest you. Feel free to ask again if you don't understand something.
As a rule, HR specialists duplicate all the information voiced earlier in the email. But just in case, check this point. After you understand that everything important criteria are met for you and the proposals are interesting to you, it is worth giving a positive answer about the meeting. You should not go beyond the agreed period, if such were announced.
And so now you know how to write an interview confirmation letter. Stock up on self-confidence and start preparing for the interview. And we wish you successful employment and the job of your dreams!