Human Resources - Information for Managers

Making an Offer

Before making a verbal offer to a candidate, whether internal or external, you should liaise with the relevant Resourcing Adviser or another member of HR in their absence. It should be noted that a verbal offer is legally binding and it is therefore vital to ensure that any relevant pay or immigration legislation is met before speaking to candidates.

Once you have liaised with your Resourcing Adviser on the offer, we would recommend that a verbal offer is made by the department concerned (usually the Chair of the panel) as the department is better placed to negotiate salary and start dates.

When discussing a starting salary with your selected candidate, please avoid any future confusion and be clear about what this includes.  If the individual does not intend to relocate, or does not meet the relocation criteria, all costs of travel between home and work – however far the distance – cannot be reimbursed. It is important that this is taken into consideration by the individual before accepting the role and salary on offer.

As per Kent’s Expense Policy, travel between an employee’s home and their normal place of employment (specified in the contract) is classed as private travel and as such, cannot be reimbursed through expenses.  Furthermore, such costs cannot be claimed through the Relocation Policy unless the individual meets the qualifying criteria and has submitted a ‘Statement of Intention to Relocate’.  

Where you wish references to be received prior to the formal offer, this should be made clear to the candidate and the recruitment team. Please note that a verbal offer is considered to be as legally binding as a signed contract. It may also be useful to set timescales for return of references with candidates so they know what to expect with regards to when we will contact them.


The successful candidate will no longer receive a printed copy of their contract. They will receive their contract, job description, conditions of service, plus all other information they will need to join the University and forms they are required to sign, via DocuSign®. The contract will be e-signed by their HR Co-ordinator and sent to the appointee to e-sign - this will then be forwarded onto the line manager.

The contract and all supporting information will be forwarded to the email address provided during the application process unless otherwise stated. Therefore the line manager should make sure their new appointee is aware of this process and knows to expect their contract electronically. If the appointee indicates there might be any problems accessing DocuSign® please let us know and we will arrange another method of signing the contract.

DocuSign® emails from the University will have 'University of Kent' in the email subject title and have our logo in the body on the email.

Click here for information on using DocuSign®

Registry, University of Kent, Canterbury, Kent, CT2 7NZ

Enquiries: +44 (0)1227 764000 or contact us

Last Updated: 17/09/2019