Checking proof of job offer

To get Job Start Payment, the client must send us a copy of their job offer confirmation.

A job offer confirmation is written proof from their employer offering them the job. This information must match what they provided on the application form.

They can give us this by:

• uploading it using the document upload link online
• sending photocopies or printouts of their documents in the post.

The job offer confirmation needs to include:

• at least one piece of personal information about the client
• at least one piece of information about the employer
• the date you received the job offer.

1. At least one piece of personal information about the client. This could be:

• name
• address
• email address
• phone number.

2. At least one piece of information about the employer. This could be:

• name
• address
• email address
• phone number.

3. The date when the client received the job offer.

This is the date when the client received written confirmation from your employer. It is not the date they'll start the job unless they’re the same.

If the job offer was made over the phone, they need to ask their employer for a written job offer confirmation.

We accept the proof of job offer confirmation in any of the following formats, as long as it includes the 5 pieces of information mentioned above:

• a letter, this might be on headed paper
• their contract
• an email
• a screenshot of a text or any other digital message
• a screenshot of their job offer from a job search website
• a signed hand-written note.

If the client is self-employed

If the client is self-employed, they need to send us proof of an offer of work or a contract. This might be:

• a contract for work through a recruitment agency
• an agreement for recurring work
• a letter confirming that they won a contract.

To verify the job offer, you must match three pieces of information on the proof of job offer with the information already held in the ‘Job Offer Details Evidence’ or ‘Person Record’.

The 3 essential pieces are:

• at least one piece of personal information about the client. This could be their name, address, email address or phone number
• at least one piece of information about the employer. This could be their name, address, email address or phone number
• the date when the client received the job offer. This is the date when the client received written confirmation from your employer. It is not the date they'll start the job unless they’re the same.

If you can only match two pieces of information

You need to phone or write to the client to ask them to clarify a third piece of information.

If you're sending a letter then you'll need to draft this manually.

If you can only match one piece of information

You need to call or write to the client to ask them to send in another proof of job offer. Tell them which three pieces of information we need to see on the job offer.

If you cannot match any information

You should contact the client and ask them to send in another proof of job offer.

If the client is considered to be vulnerable

For example, if they’re a care leaver you can offer them extra support in collecting information around their proof of job offer. This means we can call the client to ask for permission to contact their employer to confirm the job offer details ourselves.

If they refuse permission to contact the employer, you should stress that we cannot make an award without a valid proof of job offer.

You should ask your manager before you do this as it may be in breach of General Data Protection Regulation.

Acceptable job offer evidence

Letter example

20 April 2022

Dear Mark,

We would like to offer you the job of Administrative Assistant.

Yours sincerely,

Evelyn Richards

Managing Director

Richards Building Supplies

Acceptable. Contains:

1. A client detail. It uses the client’s name - Mark.
2. An employer detail. It uses the employer’s name - Richards Building Supplies.
3. Job offer date. The date on the letter is the job offer date.

Text message example

Acceptable. Contains:

1. A client detail. It uses the client’s name - Emily.
2. An employer detail. It uses the company’s name - Hair by Hopton.
3. Job offer date. The date on the text message is the job offer date.

WhatsApp example

Acceptable. Contains:

1. A client detail. It uses the client’s name – Sammy.
2. An employer detail. It uses the company’s name – BestPriceSupermarket.
3. Job offer date. The date of the WhatsApp message is the job offer date.

Email example

From: Stephen Jones <Stephen.Jones@teambrightsparks.com>
Sent: 05 December 2022 15:00
To: Anna Newton <annanewton2004@gmail.com>
Subject: Offer of Apprenticeship

We would like to offer you a full-time electrician’s apprenticeship.

Regards,

Stephen Jones

Learning and HR Manager

Bright Sparks Electrical Services

Acceptable. Contains:

1. A client detail. It uses the client’s name - Anna Newton.
2. Employer details. It uses the company’s name - Bright Sparks Electrical Services.
3. Job offer date. The sent date of the email is the job offer date.

Handwritten example

Acceptable. Contains:

1. A client detail. It uses the client’s name - Marek.
2. Employer details. It uses the company’s name - TRS International.
3. Job offer date. The date on the handwritten note is the job offer date.

Unacceptable job offer evidence

No personal details

This example is not acceptable because it does not have any of the client’s personal information. It should include at least one piece, like their name.

No employer details

This example is not acceptable does not have any of the employer’s details. The information about the employer is too general – it only says warehouse office. The message needs to include some information about the employer, such as the company’s name.

No job offer date

To: Emily Rogers <emily_bethan_rogers@hotmail.com>
Subject: Job offer

We would like to offer you a full time role as a post-production runner.

Best wishes,

Aisha Khan

Mixed Media Productions

This example is not acceptable because it does not show a job offer date. There needs to be a date visible on the evidence.

If the client provides false or suspicious information, you should refer to the fraud guidance as this must be reported.