Candidate Won't Resign Without Hard Copy Offer: How Should I Handle This Dilemma?

Hi,

Please help me out with this. One candidate has been selected by our client through us. Now, the client wants a commitment from us that the candidate should join on whatever date he has given. The problem is that the client has forwarded the offer letter to the candidate by email.

Now, the issue is that the candidate is not resigning from his current company. He is saying that unless he gets a hard copy from them, he won't resign. My problem is that unless he resigns, I cannot do a background check and can't commit to the client that he will be joining on a particular date as I can't inquire about the candidate.

Please suggest what I should do?

Regards,
Sujata

Dear Sujata,

Usually, the consultant's role would be of prime importance in such situations. They should be able to speak to the client and the candidate so that both arrive at a common platform. I understand that this can be done by smart negotiation with the company in favor of the candidate and with the candidate in favor of the company.

Hope this gives you adequate information to deal on either side.

Regards,
Abhi

Hi, Abhi. Thanks for your reply.

The problem is the person concerned from the company is saying we have already offered him through email. Then, why is he showing attitude that he wants a hard copy, and the candidate is sticking to his statement? He will not join unless he gets the offer in writing. I don't know what to do. Please, if you could suggest something on this.

I have spoken to both. They both are not understanding me. 😢

Regards,
Sujata

Hi,

I think the candidate is very right in his stand that he needs a hard copy of the offer letter signed by the company for him to resign from the current organization; what with a lot of email spoofs happening all the time.

Why is the company hesitant in forwarding a signed hard copy of the offer letter? I smell something wrong here. I would say the company has an attitude. I would suggest you speak to the company and tell them that for the candidate, it is a matter of career and livelihood which is at stake, and therefore he is right in saying that he will not put in his papers until he has the hard copy of the offer letter in his hand.

You need to be firm and assertive in such cases.

Thank you,
Sherine

Hi Sherine,

Thank you for your reply. The company is a brand name in the industry. I don't think they will cheat the candidate, but the candidate is not understanding this.

Regards,
Sujata

Dear Sujata,

The company has to be loyal in sending the signed hard copy of the offer letter to the deserving offered candidate. It's the sole responsibility of the company personnel. If they are hesitant to do that, it means you should be able to escalate this issue to a senior person within your client's organization.

I would also suggest having a senior person from your company speak to the responsible individual at the client's place.

As far as I understand, the candidate is correct in his current opinion. I would recommend a thorough discussion with the client rather than exploring other options.

Regards,
Abhi

Hello,

Many companies issue a hard copy of the offer letter only after they receive a confirmed date from the candidate. This is because they mention the date of joining in the letter. The candidate can trust the email offer and proceed - reputed companies do not retract offers. You can encourage your candidate to accept the offer.

Regards,
Sid

Dear Sid, Sujata, and other members,

The normal practice, as far as I know, is that during the final discussions before the offer letter is released, both the prospect and the company come to an agreement on the prospect's likely date of joining. The offer letter would mention either the agreed-upon date or a date a week to 10 days later for the prospect to have some breathing space.

Additionally, once the offer letter is ready, both the email and the physical mail are released simultaneously for the prospect to start the resignation and relieving formalities process. It is important to note that it is not a choice between email or physical mail but rather the general practice to send both the soft and hard copies of the offer letter.

As Sherine points out, there have been cases, including with branded names, where there were significant differences between the soft and hard copies of the offer letter. Therefore, it is the right of the prospect to insist on receiving a hard copy of the offer letter.

Sujata, perhaps you can speak with your client company again to emphasize the prospect's concerns and request the release of the hard copy. If they are unwilling to do so, you could escalate the matter by involving a senior colleague from your office to engage with their counterpart at the client's office. If these actions do not yield results, then it may be necessary to advise your client to consider other options for that particular prospect.

Regards,

Samba

Hi Sambha,

Thanks a ton. I am feeling somewhat relieved after reading suggestions from all of you. I think you people are right. I need to talk to the client again.

Regards,
Sujata

Dear Sujata,

Hard copy with office copy, duly signed by the candidate, is a standard procedure and not negotiable anywhere, whether the company is Tata or Infosys. Be frank and explain to the company HR that just to satisfy yourself, you have checked the market and this practice is not done anywhere in the world.

Hope you succeed.

Regards,
Govind
Coach & HR Consultant
098338-90250

Dear Sujata,

A candidate needs to be totally secure about the new job prior to resigning. The normal trend is to provide a hard copy of the offer letter/LOI/Appointment Letter. In some cases where the candidate is from outstation, emails are resorted to, provided it is mutually accepted. So, if the intentions are honorable, I see no reason as to why the hard copy cannot be provided to the candidate. There are instances wherein branded companies have backtracked on offers.

I suggest you contact the client and explain the needs of the candidate. In any case, the entire process would have already caused a small wrinkle in the trust levels between the client and the candidate, which the HR department would have to iron out.

I understand it must have been extremely frustrating for you.

Regards,
Ajay

Sujata,

We all have been talking over several options.

I am a consultant myself, and one of the things that I have done in the past in situations like this is to organize a meeting of the client with the candidate in the presence of the consultant. I ask them to thrash out the issues then and there. As a consultant, one needs to be fair to both sides. If both parties are serious, it will come to a logical end. If one of them is not, at least the line of action will be clear not to work further with the candidate, and that particular chapter ends.

Of course, among other things, clarify with the candidate that if the client gives you a letter, are you willing to join on the mutually agreed date and sign on the dotted line. At the same time, ask the client if they are willing to sign on the dotted line and commit to a date if they have a hard copy offer. The same can be done on the day of the meeting itself, signed and completed. If not, at least you know you have to move on.

This approach has worked for me in the past. You can involve your senior in this by asking him to initiate such a meeting.

Regards,

Yogesh Pahuja

Hi,

You need to check with the candidate whether he has actually received an offer or not. In case he has, you need to engage him in a dialogue and impress upon him that in this era, most companies send offer letters or even appointment contracts through email. I feel in this case, the candidate has second thoughts and might be reluctant to join the new company. You really need to engage him in a meaningful dialogue and resolve the issue. Once you are clear about the candidate's intention, it would be easier for you to deal with the parties.

With regards,
Daleep K Parimoo

Hello there,

Further to this, if the client delays in processing the hardcopy (that is if they agree to provide the hardcopy and send it to the prospective candidate), it would be beneficial for the candidate to delay his date/day of joining. It is better that the decision be taken promptly and quickly; time is highly vital here.

Regards,
Vennpuru

Hi all,

Thank you for your quick response. I am highly obliged to all of you for helping me with this. The good news is the candidate has received a hard copy of the offer letter today in the morning! You all were right; the candidate has to get a hard copy of the offer letter. Let's see if he joins on the agreed date.

Cheers,
Sujata

Dear Sujata,

I believe the client should behave professionally and provide the candidate with a hard copy of the letter duly signed if they genuinely wish to recruit him. The candidate is correct in insisting on having something in writing from the prospective employer before he can consider leaving his current job. It is essential to handle the situation tactfully with the client and resolve the issue promptly.

Regards,
Khyati

Hi Khayatri,

Thanks for your response. As I mentioned in my earlier mail, the client has sent a hard copy of the offer letter, and the candidate has received it.

Regards,
Sujata

Dear Sujata,

It's nice to know that our suggestion has fortified your resolve. Please do keep us posted on how this situation turns out as we can also learn from your experience. It's not enough to just give advice, but to be truly wise, learn from the success or failure of the advice given.

Regards, Samba.

Hi Sambha,

When I discussed this matter with their HR, I requested her to release a hard copy of the profile as the candidate has a slight concern about the offer letter sent by email. She accepted my request and provided the hard copy.

Regards,
Sujata

Hi Sujata,

The candidate is right, and the client is in a tricky situation. Once the client has selected the talent, by that time, he must have known from which date the requirement exactly starts. Apart from that, he can raise an offer letter in BOTH WAYS. The candidate is right in skill and attitude also. If the client makes any tricks in hard copy, both the candidate and yourself will suffer, with the candidate being affected majorly after resignation.

If your client is genuine and truly wants to hire the talent, he has to give the offer letter in hard copy to you OR the candidate, duly giving time as specified earlier by the candidate OR at least 2 weeks. Then there will be no issues for you, the candidate, and the client.

Regards,
Kayvee

Sujatha,

I meant, did the candidate accept the offer and join the company??

Regards,
Swapna

Hi,

He has accepted the offer letter. I don't know whether he will join or not.

Regards,
Sujata

Hi,

Oh! Very nice climax, Sujata. Let's assume he will accept the offer letter, at least for the soul satisfaction of all these HR guys.

Kayvee Kvrkhrm

Not good news. Everybody accepts the offer letter, but very few commit and join :(

Regards,
Sujata

Now we can guess the reason for demanding an offer letter in the form of a hard copy. He must have shown the same for some other company and got in there for more.

Anyways, got to understand another possibility for candidate excuses.

No Swapna,

When I talk with the candidate, it looks like his problem is genuine. However, the issue is that his PM is not relieving him before KT, so he cannot commit to any date.

Let's see what happens next.

Regards,
Sujata