Terminology — Offer Letter and Closing Script Kit
This file is the canonical source for all vocabulary used in offer and close-out production. If a term appears differently elsewhere, this file wins.
Offer Terms
| Term | Definition | Do Not Use |
|---|---|---|
| Verbal offer | The phone call where the selected candidate is told they've been chosen and the key terms are presented. Always precedes the written offer. The verbal offer is a conversation, not a reading of the offer letter. | "offer call" (acceptable in casual reference), "phone offer" |
| Written offer | The formal offer letter documenting all terms of employment — compensation, title, start date, reporting, benefits, contingencies, and any restrictive covenants. Sent after the verbal offer. Requires client HR/legal review. | "offer letter" (acceptable as a synonym), "employment agreement" (may be a separate document) |
| Offer terms | The specific elements of the offer — compensation, title, start date, location, benefits, and any special provisions (signing bonus, relocation, etc.). Every term must be explicitly authorized by the client. | "deal points," "package" |
| Contingency | A condition that must be met before the offer becomes binding — background check, reference check, drug screen, credential verification. Contingencies must be stated in the written offer. | "condition," "requirement" (too vague in offer context) |
| Offer expiration | The date by which the candidate must accept or decline the offer. Set collaboratively by the practitioner and client. Typically 5-10 business days for senior roles, shorter for mid-level. | "deadline," "response date" |
Negotiation Terms
| Term | Definition | Do Not Use |
|---|---|---|
| Negotiation | The conversation between the practitioner and the candidate about offer terms. The practitioner negotiates on behalf of the client — working within pre-approved parameters to reach a fair outcome. | "deal-making," "haggling" |
| Compensation range | The pre-approved salary range established during role definition. The offer must fall within this range. The range has a floor (minimum the organization will pay regardless of candidate's prior salary) and a ceiling (maximum approved for an exceptional candidate). | "pay range," "salary band" |
| Threshold | The maximum the client is willing to offer for a strong candidate. Established before the offer stage and confirmed with the client. The practitioner may negotiate up to the threshold without additional authorization. | "ceiling," "max" (too casual for documentation) |
| Negotiation authority | The practitioner's defined ability to adjust terms during the negotiation conversation without requiring a callback to the client. May be expressed as a dollar range, a percentage, or specific non-salary items. | "flexibility," "wiggle room" |
| Escalation | When a candidate requests terms outside the practitioner's authority. The practitioner pauses the negotiation and consults the client before responding. | "callback," "approval request" |
| Counter-offer risk | The possibility that the candidate's current employer will make a retention offer after the candidate gives notice. The post-acceptance warm period is partially designed to mitigate this risk. | "retention risk," "buyback risk" |
Close-Out Terms
| Term | Definition | Do Not Use |
|---|---|---|
| Candidate release | The communication informing a candidate they are not advancing or have not been selected. Method and personalization escalate with how far the candidate progressed. | "rejection" (acceptable internally but too blunt for methodology documentation), "decline" (this is what candidates do to offers; organizations release candidates) |
| Finalist release | A release communication for candidates who reached the final interview stage. Always delivered by phone first, followed by a written communication. The highest-stakes release in the process. | "final-round rejection" |
| Close-out communication | The final communication sent to all remaining candidates once the role is filled. Confirms the search is complete, thanks them for participating, and closes the loop. | "search-closed email," "final notification" |
| Silver medalist | A strong candidate not selected for the current role who is worth maintaining a relationship with for future opportunities. Identified during or after the debrief. | "runner-up," "backup" |
| Warm period | The time between offer acceptance and the new hire's start date. The practitioner (or designated contact) maintains regular communication to keep the new hire engaged and reduce counter-offer risk. | "transition period" (acceptable but less specific about the communication purpose) |
Positioning Terms
| Term | Definition | Do Not Use |
|---|---|---|
| On behalf of the client | The practitioner's positioning during offer and negotiation. The practitioner represents the organization's interests while treating the candidate fairly. This is the opposite of external executive recruiters who may be incentivized by the candidate's compensation level. | "representing the client" (too formal), "working for the client" (too transactional) |
| Fair outcome | A negotiation result where the candidate is compensated within the market-validated range and the organization's budget is respected. Not the highest possible number; not the lowest possible number. | "win-win" (overused and imprecise), "deal" |
| Compensation floor | The minimum the organization will pay for the role, regardless of the candidate's prior salary. Established during compensation benchmarking. Protects against perpetuating pay inequity. | "minimum offer," "starting point" |
Quality Terms
| Term | Definition | Do Not Use |
|---|---|---|
| Authorization | Explicit client approval for specific offer terms. Required for every term in the verbal and written offer. Verbal discussion is not authorization — documented confirmation is. | "approval" (acceptable but less precise about the documentation requirement) |
| Blocking failure | A QC finding that must be fixed before the offer is delivered. No exceptions. | "critical issue," "must-fix" |
| Warning | A QC finding that should be addressed if time permits but does not block delivery. | "minor issue," "nice to have" |