Decide on the terms of the offer. Bear in mind it is harder to change terms and conditions at a later stage, so ensure you get this right at the beginning!

We would recommend that any offer is made subject to references that are satisfactory to you, and also subject to a satisfactory medical examination if appropriate.

You may prefer to make the job offer verbally before confirming it in writing. This is a more personal approach, and may save you unnecessary effort if the candidate has decided he/she does not wish to join you!

If the candidate is interested in your offer, then prepare an offer letter , using our template, which you can tailor and use to save you time. We would advise that you include a deadline for a response, after which, if the candidate has not accepted, your offer will be withdrawn.

Prepare the appropriate Statement of Terms and Conditions of Employment or contract of employment. This sets out the details you are legally required to provide the employee within eight weeks of him/her joining you. We have a number of template contracts, depending on the seniority of your employee, whether the employment is ongoing, fixed-term or casual, which you can tailor and use.

We would always advise that this is sent out prior to the employee joining you. This way, he/she has the full details of the terms and conditions and any queries can be resolved in advance.

Send an offer pack to your chosen candidate including:

• Offer letter
• Two copies of the Statement of Terms and Conditions or contract of employment. The employee signs and returns one copy and retains the other.
• Details relating to the pension scheme, car policy, private healthcare cover etc if applicable.
• A copy of your Employee Handbook.

Ask your candidate for the contact details of two referees whom you can approach for a reference. Where possible, we would recommend that this should always include the current employer, and the second would preferably be a past employer, rather than a personal reference. We would always advise that references are taken up - even where you know the candidate personally, or he/she has previously worked for you in a different position.

Our website offers you three different template letters and forms for references as follows:

• employers' reference
• school/college reference
• personal reference.

Chase up any references which aren't received - you may even wish to delay the employee starting until you have received references which are satisfactory to you. Bear in mind that if the references are unsatisfactory and you have made the offer conditional on receiving satisfactory references, you can withdraw your offer without the need to give notice (or pay in lieu) provided that this is done before the employee joins you. Once the employee has started working for you, statutory notice would need to be served.

You may like to read our guide to taking up references .

Once the candidate has accepted the offer, write to confirm the first-day reporting instructions . Ask the employee to bring (or send to you in advance) proof of his/her right to work in the UK, together with the originals of any qualifications essential to the job, and driving licence (if the employee is required to drive on business). Take copies of these for the personnel file. Also ask the employee to bring his/her P45 if appropriate.

You may wish to enclose a bank details form and a personal details form and ask the employee to complete and either return these to you, or bring them on the first day. This will save you time on your administration and ensure these are completed on time.

Set up a personnel file for the candidate. You may wish to include our personnel file checklist - this acts as a handy prompt at the front of the file to check that you have received all of the necessary documentation.

Ensure that the details of your new employee are sent to your payroll department, so that they can set your new employee up onto the payroll system.

Arrange an induction programme to welcome the new employee, to help him/her to settle in and to contribute to the success of your business as soon as possible. Time spent on inducting a new person to your team is time well spent. It's a unique opportunity to convey your culture and values to an enthusiastic new employee.