Offer Email & Negotiation Talking Points

- **Subject Line:** Your Offer for [Role Title] at [Organisation Name] - **Greeting:** Dear [Candidate Name], We are pleased to extend an offer for the position of [Role Title] within the [Team/Department] team... - **Compensation & Benefits:** - Base salary: [Amount within approved range] - Annual leave: [X days] - Benefits: [Summary from Compensation Guidelines] - **Conditions & Next Steps:** - This offer is contingent on [any conditions from risk summary]. - Please respond by [Date Placeholder]. - **Closing:** Looking forward to your positive response. Best regards, [Hiring Manager Name] - **Candidate Profile Summary:** [2–3 sentences on what the candidate values most] - **Talking Points Table:** | # | Anticipated Concern | Recommended Response | Flexibility Boundary | |---|---------------------|----------------------|---------------------| | 1 | [Concern] | [Response strategy] | [What can/cannot be adjusted] | | 2 | [Concern] | [Response strategy] | [What can/cannot be adjusted] | | 3 | [Concern] | [Response strategy] | [What can/cannot be adjusted] | | 4 | [Concern] | [Response strategy] | [What can/cannot be adjusted] | - **Escalation Triggers:** - [Realistic scenarios where the manager should consult HR] - **Offer Email Review:** - [ ] Salary range matches approved band: [Yes/No with detail] - [ ] Benefits listed are accurate: [Yes/No with detail] - [ ] Conditions are complete: [Yes/No with detail] - [ ] Role title and scope are accurate: [Yes/No with detail] - **Talking Points Review:** - [ ] Flexibility boundaries within approved limits: [Yes/No with detail] - [ ] Escalation triggers are appropriate: [Yes/No with detail] - **Issues Found:** [List any discrepancies, or "None" if clean] - **Cross-check Offer Artifacts for Accuracy:** - [ ] Salary range matches approved band: [Yes/No with detail] - [ ] Benefits listed are accurate: [Yes/No with detail] - [ ] Conditions are complete: [Yes/No with detail] - [ ] Role title and scope are accurate: [Yes/No with detail] - [ ] Flexibility boundaries within approved limits: [Yes/No with detail] - [ ] Escalation triggers are appropriate: [Yes/No with detail] - **Issues Found:** [List any discrepancies, or "None" if clean] - **Compile Accepted Offer Details:** - **Candidate Name:** [Placeholder] - **Role Title:** [As offered] - **Start Date:** [Agreed date] - **Compensation Summary:** (base, benefits, any negotiated adjustments) - **Special Conditions:** (any agreed accommodations or deferred items) - **Candidate Context for Onboarding:** (2–3 sentences on what matters to this candidate) - **Outstanding Items:** (anything requiring follow-up before day one) - **Reference Guardrails:** - Approved Range Only — All compensation figures in AI-generated artifacts must fall within the pre-approved band — never prompt the AI with or allow output beyond authorized limits. - Source-Backed Claims — Every benefit, condition, and role detail in the offer email must trace to a specific line in the Compensation Guidelines or Interview Debrief Summary. - Candidate Data Minimization — Include only the candidate details necessary for each prompt — exclude personal identifiers, current employer, or sensitive background findings from AI inputs. - Pitfalls: Pasting the full internal salary band structure into the AI prompt instead of the candidate-specific approved range. Relying on AI-generated benefits descriptions without verifying them against your organization's current benefits documentation. Copying AI-drafted negotiation talking points verbatim without adapting them to the specific candidate's stated priorities. Including confidential background check findings in the offer email prompt context, risking data leakage. - Definition of Done: The offer email accurately reflects the approved compensation range and all role requirements from the interview debrief. Negotiation talking points cover at least four anticipated candidate concerns with response strategies within approved limits. The Accepted Offer Details document contains all fields required by the onboarding workflow. No confidential salary bands, internal grading, or raw background check data appear in any AI-generated output.