The Offer and Onboarding

The offer is where more hires fall through than most businesses realize. The candidate has multiple options. How you make the offer, how fast you do it, and what the first week looks like all determine whether they show up and stay.

Make the verbal offer first

Call. Do not text an offer and do not wait until you have the paperwork ready. A verbal offer call takes 3 minutes and locks in the hire before they accept something else.

"Hi [Name], this is [Your Name] from [Company]. I have great news. We'd like to offer you the [Job Title] position.

Here's what we're offering:
- Pay: [$X per hour / $X,000 salary]
- Start date: [Date]
- [1-2 other key terms: vehicle, benefits, schedule]

Are you ready to move forward?"

[If yes]: "Perfect. I'll send over the formal offer letter and new hire paperwork today. Look for it from [email]. We're excited to have you."

[If they need to think]: "Absolutely, take the time you need. When do you think you'll have an answer? I want to make sure I can hold the spot for you." 

The first day matters more than the first week

The number one reason new hires quit in the first 30 days is that day one was disorganized. They showed up and nobody was ready for them. Equipment was not set up. Their trainer did not know they were starting. They left feeling like they made a mistake.

You can prevent almost all of this with a simple first-day checklist.

Before they arrive:
[ ] Notify the team they are starting
[ ] Set up workstation / vehicle / equipment
[ ] Print or send paperwork (I-9, W-4, direct deposit)
[ ] Assign a buddy or trainer for day 1

When they arrive:
[ ] Welcome them by name (do not make them find someone to check in with)
[ ] Give them the tour
[ ] Introduce them to key people
[ ] Review their first week schedule

By end of day 1:
[ ] Paperwork complete
[ ] They know their schedule for the week
[ ] They have your number and their trainer's number
[ ] Ask: "Do you have everything you need? Any questions?"

Day 3 check-in (quick text or call):
"Hey [Name], just checking in. How are the first few days going? Anything we can do to make things easier?"

30-day retention moves

The first 30 days is when you lose most new hires. Not because the job is bad, but because no one is paying attention. Here is what to do.

• ✓Day 7: Quick check-in (in person or phone). Ask how it's going, what they like, what feels unclear.
• ✓Day 14: Assign them something slightly more complex than they've been doing. A stretch task signals you believe in them.
• ✓Day 21: Introduce them to a senior team member outside their immediate crew.
• ✓Day 30: Formal 30-day review. Tell them specifically what they've done well. Give them one area to develop. Ask what support they need.