The Most Overlooked Step in Hiring, and Why It Matters

“An accepted offer is not the finish line. Once an offer is accepted, momentum can lead to a more relaxed approach. That is often where assumptions form and details go undocumented. The difference between a smooth hire and a rocky one is often found in what was discussed but never written down.”

— Elisa Sheftic, Right Executive Search

Most hiring processes follow a familiar path:

• Preparation/Research

• Sourcing and outreach

• Screening and interviews

• Offer, negotiation, and acceptance

• Onboarding

But there is a critical step that often gets overlooked, rushed, or handled informally. When this step is missed, even great hires can start off on the wrong foot or fall apart entirely before day one.

I call this stage “The No-Assumptions, Write-It-Down” phase.

It sits squarely between offer acceptance and onboarding, and it is one of the most important parts of a successful hire.

This stage is where all of the details that were discussed, implied, or verbally agreed upon are formally confirmed and documented in writing.

At this point, the candidate has accepted the offer, but they have not yet started the new job. Emotions are high, expectations have formed, and assumptions can easily creep in. This is also the point where counteroffers may arise, which makes how this stage is handled especially important. Information gaps create pockets of doubt and can cause a candidate to entertain a counter-offer. Clear communication and written confirmation can be the difference between keeping a strong hire and losing them at the last minute.

Why This Stage Is So Often Missed:

Many companies assume that once an offer letter is signed, everything is primarily settled. In reality, offer letters rarely capture every practical detail that matters to a new hire.

Internal recruiters and hiring managers are eager to move forward. HR teams are focused on onboarding logistics. Candidates are excited but may hesitate to raise follow-up questions.

The result is gaps. Those gaps often turn into frustration or mistrust.

What Needs to Be Addressed and Documented:

This stage is about alignment and clarity. Some common examples include:

Background and reference checks

• What checks are required (What is the offer contingent on?)

• Who is responsible for completing these checks?

• What could potentially delay a start date?

Benefits timing

• When health insurance actually takes effect

• Whether there is a waiting period

Time off that was discussed but not formalized in the offer letter

For example:

“I have a vacation booked in May that is non-refundable. Can I still take that time off?”

“Will that time be paid or unpaid?”

If this is verbally approved but never documented, it can easily become an issue later when a manager changes, HR reviews policy, or payroll processes PTO.

Compensation-related details

• Signing and annual bonuses and payment timing. Is the bonus based on company or individual performance or both?

• Guaranteed bonuses and how they are treated if the employee leaves early

• Commission draws, ramp periods, and timing of payments

Work arrangement expectations

• Hours

• Training

• Hybrid schedule specifics, i.e., video calls, camera should always be on, etc.

• Travel expectations, expense documentation and submission

Why Documentation Matters:

When such details are not documented in writing, everyone remembers the conversation differently.

The candidate feels promises were made.

The employer believes policies apply uniformly.

HR may have no record of what was agreed to.

This is how trust erodes before day one.

Clear written confirmation protects all parties. It ensures that expectations are aligned and prevents uncomfortable conversations later that could have been avoided entirely.

How to Handle This Stage Well

The best hiring processes intentionally pause here.

Before onboarding begins, there should be a simple written summary or addendum that confirms any agreed-upon items that were not captured in the original offer letter.

This does not need to be complicated. It needs to be clear.

When this step is handled thoughtfully, new hires start with confidence instead of questions. Employers start with trust instead of tension.

Final Thought

Hiring success is not just about getting someone to say yes. It is about setting the relationship up correctly from the very beginning.

The “The No-Assumptions, Write-It-Down” stage may not be flashy, but it is often the difference between a smooth transition and a rocky start.

And in today’s hiring market, those details matter more than ever.

Elisa Sheftic is the President and Managing Partner of Right Executive Search, LLC, which she founded in 2010. She specializes in placing mid- to C-level executives in the Financial Services, Financial Technology, and Wealth Management industries. Elisa collaborates daily with HR professionals, hiring managers, and candidates, providing insights on recruiting best practices. She holds an MBA from New York University and completed post-graduate studies in HR at Cornell University.

www.rightexecutivesearch.com