Any job offer or appointment should be confirmed in a letter setting out the main terms and conditions of employment. If you offer the job before taking up references and checking qualifications you should state that the offer is subject to the references and qualifications being satisfactory to you. The applicant should be asked to confirm in writing his/her acceptance of the job on the terms offered. This can be done by enclosing a copy of the letter which the candidate is asked to countersign and return.
The letter should set out:
All unsuccessful job applicants should be informed as soon as possible of the company's decision not to employ them.
If a similar vacancy is likely to occur in the foreseeable future, any good applications should be put in a holding file so that they are readily available if another vacancy arises, or if the chosen candidate decides not to accept the job offered.