Why Start Dates Deserve Careful Attention
The start date in an offer letter may seem like a simple detail, but it has downstream effects on payroll setup, benefits enrollment, team planning, onboarding logistics, and even the candidate's decision to accept your offer. A poorly handled start date can delay the hiring process, create administrative headaches, or push a candidate toward a competing offer.
Getting the start date right involves balancing the company's needs with the candidate's situation, building in flexibility for contingencies, and documenting everything clearly.
Setting the Initial Start Date
Factors to Consider
Before proposing a start date, think through:
- Notice period at current employer — Most professionals need to give two weeks' notice. Senior employees or those in specialized roles may need four to six weeks or more.
- Contingency completion time — Background checks, drug screenings, and reference checks take time. A start date should be far enough out to allow these processes to complete.
- Relocation needs — If the candidate is relocating, they may need several weeks or months to arrange housing, move, and settle in.
- Team readiness — Is the manager available to onboard the new hire? Is the necessary equipment, access, and workspace ready?
- Payroll and benefits cycles — Starting on a date that aligns with your payroll cycle simplifies the first pay period. Starting on the first of the month often simplifies benefits enrollment.
How to State the Start Date
You have two main options for presenting the start date in the offer letter.
Specific date: "Your anticipated start date is Monday, March 17, 2025."
Mutually agreed date: "Your start date will be mutually agreed upon and is anticipated to be on or around March 17, 2025."
The second approach provides flexibility while still setting expectations. It is particularly useful when contingencies might affect timing.
Whenever possible, choose a Monday start date. Starting at the beginning of a week gives the new hire a full first week for onboarding and orientation, which is better than starting mid-week and having an awkward partial first week.
Coordinating with Notice Periods
Standard Notice Periods
Most non-executive employees in the United States are expected to give two weeks' notice when leaving a position. However, there is no legal requirement for notice in at-will employment states, so some candidates may be available sooner while others may need more time.
Extended Notice Periods
Certain candidates may have obligations that extend beyond two weeks:
- Executives and senior leaders often have contractual notice periods of 30 to 90 days
- Employees with non-compete restrictions may need time to navigate those obligations
- Employees with project deadlines may want to finish a deliverable before transitioning
- International hires may have legally required notice periods that vary by country
Handling Requests for Immediate Start
Sometimes a candidate is available to start immediately — they may be unemployed, between jobs, or on garden leave. In these cases, confirm that your company is ready to onboard them and that all contingencies can be completed before the proposed start date.
Contingency-Dependent Start Dates
When the start date depends on completing pre-employment contingencies, the offer letter should clearly connect the two.
Example language: "Your start date of April 7, 2025, is contingent upon the satisfactory completion of all pre-employment requirements, including a background check and reference verification. If these requirements are not completed by the anticipated start date, the start date may be adjusted accordingly."
This language gives you the flexibility to push the start date if contingencies take longer than expected without having to issue a revised offer letter.
What If Contingencies Fail?
If a contingency is not satisfied and you need to withdraw the offer, the start date becomes moot. Your contingency language should already address what happens in this scenario. The start date clause should simply reference the contingency section rather than repeating the withdrawal terms.
Always complete contingencies before the start date, not after. Having an employee start work before their background check clears creates risk and awkwardness if the results are unfavorable.
Delayed Start Dates
Sometimes a candidate requests a later start date than what you proposed. Here is how to handle common scenarios.
Planned Vacations
A candidate may have a pre-planned vacation between their acceptance and the proposed start date. It is generally good practice to accommodate this — the alternative may be losing the candidate entirely. You can either adjust the start date or allow the employee to take the pre-planned vacation shortly after starting.
Personal Circumstances
Candidates dealing with family obligations, health issues, or other personal matters may need a delayed start. Be flexible where possible, but set a clear deadline for when they need to start.
Visa or Work Authorization Processing
International candidates may need time for visa processing or work authorization. These timelines can be unpredictable, so build in a reasonable buffer and include language about what happens if processing takes longer than expected.
Documenting Start Date Changes
If the start date changes after the offer letter is issued, document the change in writing. Options include:
- Amended offer letter — Reissue the offer letter with the updated start date
- Email confirmation — Send a written confirmation of the new start date, referencing the original offer letter
- Addendum — Attach a brief addendum to the original offer letter noting the change
The key is to have a written record of the agreed-upon start date. Verbal agreements about date changes can lead to misunderstandings.
Start Dates for Remote Employees
Remote positions add a few additional considerations:
Equipment and Access Timing
Make sure the employee's computer, software access, and other tools will be ready by the start date. Shipping equipment to a remote employee takes time, so plan accordingly.
Time Zone Coordination
If the remote employee is in a different time zone than the rest of the team, consider scheduling the start date on a day when team members in the relevant time zones are available for orientation activities.
First Day Logistics
Specify whether the first day will involve virtual orientation, a trip to the office, or some combination. Remote employees should know exactly what to expect on day one.
Start Dates and Proration
The start date affects several financial calculations that should be addressed in or alongside the offer letter:
- Salary proration — If the employee starts mid-pay-period, clarify how the first paycheck will be calculated
- PTO accrual — Clarify whether PTO accrues from the start date or the beginning of the next accrual period
- Bonus proration — If the employee is eligible for an annual bonus, note whether it will be prorated based on the start date
- Benefits eligibility — State when benefits coverage begins relative to the start date
Generate Your Offer Letter with PactDraft
PactDraft helps you set and communicate start dates clearly, with built-in language for contingency-dependent timing, flexibility clauses, and proration details. Answer a few questions and generate a polished offer letter that covers all the details.