An offer-conversation recap should distinguish the terms discussed, the candidate's questions, the response they actually gave, and the next authorized step. Enthusiasm or a request for more detail should not be summarized as acceptance.
Record the state of the conversation
| Item | Fictional recap |
|---|---|
| Material discussed | Client's current written offer referenced |
| Candidate response | Positive about role; reviewing the package |
| Open question | Wants clarification on the variable-pay description |
| Timing | Agreed to respond after receiving clarification |
| Not established | Final acceptance or confirmed start date |
This is a documentation example, not legal advice about when an offer becomes binding or how an employment agreement should be formed.
Keep the written terms authoritative
Do not use an AI summary as a replacement for the client's approved offer documents. If something said on the call differs from the written material, record the discrepancy and route it to the authorized owner for clarification.
Avoid rewriting unclear commercial or employment terms in a way that sounds definitive. A recruiter can document a question without answering it outside their authority.
Preserve conditional statements
Fictional statement: “That sounds promising; I need to review the travel expectations.” Supported note: “Candidate expressed interest and requested travel clarification.” Unsupported note: “Candidate accepted and is ready to start.”
Pay particular attention to speaker attribution. A recruiter proposing a possible start date does not mean the candidate or client confirmed it.
Assign the follow-up correctly
Record who will obtain the clarification, who will communicate it, and what response is expected afterward. If no date was agreed, do not insert one as though it were a commitment. Keep the agency's official status aligned with the actual documented outcome.
Use candidate follow-up actions and availability notes for the operational detail. Recruit Recap can organize selected meeting conversations into custom write-ups for review; it does not determine whether an offer has been legally accepted, approve terms, or make commitments on behalf of a candidate or client. The authorized people and official documents govern those decisions.