PMN Job Offer - How to Make an Offer Letter and Run Background Checks

Sep 16, 2026

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A practical guide for employers on making a nanny job offer and completing required pre-employment checks. It explains how to issue a formal offer letter after initial discussions, what terms the letter must include, and how conditional offers depend on references, eligibility to work in the UK, and document verification. It also covers obtaining job references, handling confidentiality and potential legal risks, conducting DBS criminal record checks via agencies when applicable, and using health questionnaires, consent, and qualification checks during recruitment.

LanguageEnglish

CategoryLetters

FormatPDF

Pages4

Reading Time2 min

AccessFree to download

Making the offer

Informing the successful candidate

Contents of a formal offer letter

Candidate actions and written terms

Carrying out document checks

References

When to obtain references

Using reference request forms

Confidentiality and access to references

Criminal records check

Health questionnaires and checks

Medical reports and consent

Checking qualifications

The job offer Carrying out background checks Once you’ve decided you want to offer a nanny a job, you’ll need to inform the successful candidate. There are checks that you’re advised to make such as your nanny’s eligibility to be in the UK and take up the position. The offer letter should set out the main terms and conditions of the job and whether the offer is conditional, that is that the offer is subject to the outcome of checks such as references. This guide tells you about how to make a job offer, carry out the checks and when these should be done. Making the offer You may wish to make a job offer initially by telephone. This gives you the opportunity to discuss the terms of employment and find out if the nanny wishes to take you up on your offer. Send the successful candidate a formal offer letter including: 􀂃 The job title 􀂃 The name of the person to whom the job is offered 􀂃 Any conditions which need to be complied with before the employment can be officially confirmed, e.g. checkson eligibility to work, qualifications, criminal records check 􀂃 The date employment starts 􀂃 Whether a probationary period is applicable 􀂃 Providing suitable references 􀂃 The terms on which the job is offered 􀂃 Action required by the candidate, e.g. production of suitable evidence to be in the UK and take up the employment in question if not already completed 􀂃 Decide what information can be given at a later date. Candidates must receive a written statement of the main terms and conditions of employment, usually within two months of the starting date. Ask the candidate to send you a signed copy of the offer letter-this establishes the terms on which the offer was made, incase of any disputes. Carry out document checks as soon as possible and before the employment commences (you can ask candidates to bring documents to the interview) -most employees won't wish to hand in their notice until they've had a firm offer of employment. If candidates can't meet the conditions you can withdraw your offer. This should be done quickly and it can lead to legal action. References The most common check is a job reference, in writing or by telephone. Job candidates must agree before any referees are contacted. Except for certain employers in the financial services sector, employers aren't obliged to give references. When should I obtain a reference? You can take up references at any point in the recruitment process. However, many applicants would prefer you to contact their current employer after a conditional offer is made. If you make a conditional offer, you need to put in the offer letter words such as "I am pleased to offer you the post of , subject to receiving satisfactory references" . However, if you then withdraw the offer, you risk a claim for breach of contract. Obtaining written references The easiest way to obtain references is to provide a form. For example, ask: 􀂃 How long have you known (applicant’s name)? 􀂃 What is your relationship to (applicant’s name)? 􀂃 How long was (applicant’s name) employed by you? 􀂃 What duties were required by you of (applicant’s name)? 􀂃 How does/did (applicant’s name) discipline your children? 􀂃 Can you describe (applicant’s name) appearance? 􀂃 Can you describe (applicant’s name) personality? 􀂃 Would you consider (applicant’s name) mature, emotionally stable, and healthy enough to work as a part/full-time, live-in/out nanny away from friends and family for at least one year? 􀂃 How many days of sick leave did (applicant’s name) take? 􀂃 Was (applicant’s name) subject to disciplinary action? If so, what for? 􀂃 Was (applicant’s name) reliable, honest, hardworking etc? 􀂃 Are there any reasons why (applicant’s name) should not be employed? Be aware the referees may refuse to provide a reference or may wrongly indicate an applicant's suitability. Are references confidential? Employees generally do not have the right to see a job reference

FAQs

What should a formal nanny offer letter include?

It should set out the job title, the person offering the role, any conditions to be met before confirmation, the start date, whether there is a probationary period, references, the job terms, and any candidate actions required.

When is the right time to obtain references during recruitment?

References can be taken at any point in the recruitment process, but many applicants prefer contact with their current employer after a conditional offer is made.

Can individuals apply for a DBS check themselves when employing a nanny?

Current legislation does not allow self-employed individuals or individuals to apply for a DBS check on themselves. Parents who employ directly cannot apply for a DBS check, but an agency supplying the nanny can carry out a DBS check and you can request to see the certificate.

Sep 16, 2026

Upload by Aladdin