Source: frameworks/kit-offer-letter-and-closing-script/04-quality.md

Quality — Offer Letter and Closing Script QC Checklists

Gate 1: Binary — all items must pass before building starts. A single failure stops the build.

Gate 2: Weighted — 100 points total. Pass threshold: 90/100. Run after every build and before delivery.

Both gates must pass before any offer is delivered or any release communication is sent.

Gate 1 — Pre-Build (Gap Protocol)

Routing Check

Extraction available → proceed
No extraction → stop. Conduct the extraction first.

Authorization

[ ] Compensation offer has been explicitly authorized by the client (not just discussed)
[ ] All special terms (signing bonus, relocation, title adjustments) have been authorized
[ ] Negotiation authority is defined (what the practitioner can agree to without a callback)
[ ] Client's threshold is confirmed (maximum for a strong candidate)
[ ] Start date is confirmed or proposed and accepted by client

Upstream Inputs

[ ] Compensation range from benchmarking is available
[ ] Candidate's stated expectations from screening are available
[ ] Position profile exists (role title, responsibilities, reporting)
[ ] Client HR/legal requirements for offer letters are known
[ ] Reference data file read for this client

Extraction Coverage

[ ] Verbal offer approach captured (who calls, what's covered, how terms are presented)
[ ] Negotiation philosophy and methodology captured
[ ] Release communication protocol captured (by stage)
[ ] Post-acceptance warm period plan captured
[ ] Handoff protocol to client HR/onboarding captured

Gap Report Status

[ ] All gaps listed and either RESOLVED or with documented resolution path
[ ] No gap resolved by inference or assumption

Gate 2 — Post-Build (100 points, 90+ to pass)

Authorization Integrity (30 points)

#	Check	Points
1	Every compensation term in the verbal script and written offer is within the authorized range	8
2	No term appears in the offer that hasn't been explicitly authorized by the client	6
3	Negotiation framework stays within the confirmed threshold	5
4	Contingencies match client HR policy	4
5	Offer expiration date is reasonable and confirmed	3
6	Signature authority is correct (the right person signs on behalf of the organization)	4

Authorization failures are blocking. An offer with unauthorized terms is not deliverable under any circumstances.

Verbal Offer Quality (15 points)

#	Check	Points
7	Script/talking points are conversational, not a document reading	3
8	Key terms are covered clearly (compensation, title, start date, reporting, location)	4
9	Personalization included (why this candidate, what impressed the team)	3
10	Next steps are clear (written offer timeline, decision period)	3
11	Practitioner is prepared for immediate negotiation questions	2

Written Offer Quality (20 points)

#	Check	Points
12	All terms from the verbal offer are reflected accurately in writing	5
13	No terms in writing that weren't covered verbally (candidate shouldn't be surprised)	4
14	Employment classification is correct	3
15	Benefits summary or reference is included	2
16	Contingencies stated explicitly	3
17	Reviewed by client HR/legal (or flagged as pending review)	3

Release and Close-Out Quality (20 points)

#	Check	Points
18	Release communication exists for every stage at which a candidate can exit	4
19	Finalists receive a phone call before written release	5
20	Release communications escalate in personalization with process depth	3
21	Close-out communication defined for all remaining candidates when role is filled	4
22	Silver medalist candidates identified (if applicable) with re-engagement plan	2
23	No release communication reveals information about other candidates or the selected hire	2

Finalist release without phone call is blocking. This is a methodology standard, not a suggestion.

Content Accuracy (10 points)

#	Check	Points
24	Organization name matches reference data in every communication	2
25	Role title consistent across verbal script, written offer, and release communications	2
26	Candidate name spelled correctly in every communication	2
27	Compensation numbers are identical across verbal and written	2
28	No content from a prior client's offer materials carried into this build	2

Post-Acceptance (5 points)

#	Check	Points
29	Communication plan defined between acceptance and start date	2
30	Handoff to client HR/onboarding documented	2
31	Counter-offer risk mitigation considered in warm period design	1

Scoring Summary

Category	Points
Authorization Integrity	30
Verbal Offer Quality	15
Written Offer Quality	20
Release and Close-Out Quality	20
Content Accuracy	10
Post-Acceptance	5
Total	100

Pass threshold: 90/100

Blocking failures:

Any unauthorized offer term
Finalist release without phone call
Compensation mismatch between verbal and written
Content from another client's offer materials

Common Failure Modes

Failure	What It Looks Like	Root Cause	Fix
Unauthorized terms	Practitioner verbally offers $10K above the approved range because the candidate pushed	Negotiation authority not defined; practitioner improvised	Define authority and escalation before the call. If in doubt, pause and call the client.
Verbal/written mismatch	Verbal offer says "flexible start date"; written offer says "start date: March 15, firm"	Verbal offer was improvised; written offer was templated	Verbal talking points and written letter drafted together; cross-checked before delivery
Email-only finalist release	Candidate who presented twice and met with eight people gets a template email	Release protocol didn't escalate for finalist stage; practitioner was busy	Methodology standard: finalists get a phone call. Schedule it before sending anything written.
Ghost after acceptance	New hire accepts, doesn't hear anything for three weeks, gets counter-offered by current employer	No post-acceptance warm period; handoff to HR not defined	Build the warm period plan: who contacts, how often, what they say
Negotiation as adversarial	Candidate asks for $5K more; practitioner treats it as a confrontation instead of a conversation	Practitioner positioned as gatekeeper instead of fair broker	Reframe: "Let me see what I can do" is better than "That's outside our range." Consult client if needed.
Remaining candidates ghosted	Role filled; no one tells the other candidates	Close-out communication not built into the process	Close-out goes out within one week of acceptance. Every candidate. No exceptions.