What You Need To Know

Congratulations! You’ve made the decision to hire. Now you need to make an offer and perhaps negotiate with the candidate. If the offer is accepted, you will need to orient the individual to the workplace.

Don’t forget to contact the unsuccessful candidates to thank them for their time and interest in your organization.


Why You Need To Know

The job offer letter is used to formally offer a position to a candidate. It should clearly state:

  1. Position title.
  2. Employment type: part-time, full time, etc.
  3. Job duties.
  4. Compensation: annual salary, hourly rate, bonuses, etc.
  5. ​Benefits:  medical and dental (if applicable)
  6. Vacation: paid out or accrued to be taken during employment
  7. ​Start date, schedule, and work location.
  8. Pay dates: monthly, weekly, etc.
  9. Who the candidate will report to.
  10. How much notice will be required in the event of terminating employment? (at a minimum follow the requirements in the Employment Standards Act)

Be very careful that the information in the letter is accurate. A letter of offer is legally binding in Canada once it is accepted (signed). Verbal agreements may also be legally binding.

Include the termination notice to avoid complications down the road.

Proper orientation of new employees consists of familiarizing them with their role, the organization, its policies, and other employees. A good first impression and orientation to your organization can help to reduce staff turnover, increase productivity, decrease new employee anxiety, and boost morale. It’s a good idea to create realistic expectations as someone begins their new job.

What You Need To Do

To hire:

  1. Draft a job offer letter using the template provided in Tools. Be sure to include the ten terms described above.
  2. Wait for a response before sending rejection letters to unsuccessful candidates (see Tools).

To orient the new hire to your workplace:

  1. Prepare an orientation guide using the checklist provided in Tools.
  2. Include the following:
    1. General company introduction.
    2. What they need to know before the first day on the job (e.g., parking).
    3. Job specific information.
    4. Introduction to other staff.
    5. Physical facilities.
    6. Personnel record.
    7. Company policies, procedures, and standards.
    8. Workplace safety, security, and emergency situations.
    9. Paperwork (payroll, benefits, TD1 tax form, EI premiums, CPP deductions, banking information).

Learn about the requirements for hiring foreign workers through the Temporary Foreign Worker Program and what you need to apply for a Labour Market Impact Assessment.

Government of Canada