Extending an offer

Here are the steps and information to include in your job offer, whether it's the first phone call or a formal, written communication.  

 Start with a warm welcome: Show your excitement and mention skills you liked about them. This helps that potential employee feel valuable to you and your program. The way you start the offer sets the tone for your relationship with your future employee. Be enthusiastic! Share how happy you are to offer them the job. You can also highlight the strengths you saw during the hiring process that made you choose them.  

 State the position offered: Tell the person the exact job you're offering. This helps them make an informed decision about joining your team. In the offer, be sure to name the position. You should also include the job description, who they will report to, when you want them to start, their work hours, job requirements, and any other terms of employment. The letter should also say the job is “at will”, which means that either you or they can end the employment at any time. 

 Compensation and benefits: List how much the person will be paid. Include how many hours they'll work and how much they'll make for those hours. Explain how they'll be paid, such as twice a month, once a month, or by direct deposit. Share any extra benefits your program offers, like paid time off, health insurance, discounted child care tuition, and if you'll pay for things like background checks or trainings. 

 Opportunity to ask questions: Let them ask questions about the job offer. You can suggest some dates and times when they can contact you to further discuss the position. 

 Have a deadline: Give the candidate some time to think about the job offer, but don't leave it open-ended. This can be as simple as writing “this offer will be valid until February 25, 2025.” 

 You might consider providing two copies of your offer: one for the employee to keep and one for them to sign and return for your records. Extending an offer ensures that you both begin your working relationship on the same page.  

A key part of hiring someone for your child care program is running a background check on them and making sure it comes back clear.  

Background checks are required by law for anyone who works at or visits a child care program regularly, including directors, owners, employees, and even people who live or stay there.  

As an employer, you should start the background check as soon as you decide that you want to extend an offer. Make sure you check the person's ID and get their permission before you submit the request. It's important that the person to know that the job offer is only valid if they pass the background check .  

The Health and Human Services Centralized Background Check Unit is required to check if a person has a criminal record or history of abuse or neglect that could be a risk to children. Child Care Regulation (CCR) has videos and guides to help you understand the background check requirements. You can find them on the CCR webpage.  

If you have more questions about the background check process, see CCR's Guide to Understanding the Background Check Process. You also can find contact information for Centralized Background Check Unit representatives on CCR's webpage. 

Even for the most attractive job, the best candidates are often wanting to make more money. If you offer the same or less than they're currently making, then you might be disappointed.  

Most successful offers use the 10% rule. Offer them a package that increases their current pay, benefits, and perks by 10%, as long as it's within what your organization can afford for the position.  

The offer needs to be the fair within your organization, especially if you have other employees in similar roles. Paying too much can also affect future decisions about salary increases if the person started at the top of the pay range.  

Disclaimer

The information contained here is for educational purposes only and is not intended to constitute legal, tax, or financial advice.