Complete Guide to Offer Letter Templates

Create offer letter templates that can be used to generate consistent offer letters to send to applicants.

The Offer Letter Templates admin menu item is available to system administrators and users who have the Generate Offer Letter permission.

Navigating to Offer Letter Templates
  • Click Administration from the top menu bar of the Applicant Tracking System.

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  • Click Offer Letter Templates on the left-hand side.

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  • You will see a page displaying offer letter templates like below:

    Offer_Letter_Templates_-_00.png

Adding an Offer Letter Template

  1. Click Add Template

    Offer_Letter_Templates_-_Add_-_00.png

  2. Enter the required information for your offer letter template.
    • Add Template Name
    • Add Template Content
      • A long list of mail merge fields is available in the Mail Merge drop-down menu. Mail Merge fields will auto-populate using ATS data. If the information is not tied to data in the ATS, it will be completed on the Additional Fields page when creating an offer letter. The Mail Merge field must come from the drop-down menu. It cannot be entered manually.

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  3. Click the eye.svg icon to see a preview of your template.
  4. Click Save Changes when done.

E-Signature Mail Merge Fields

Two mail merge fields exist for e-signature: Type Signature and Digital Wet Signature. Mail merge field(s) must be added to take advantage of e-signature functionality on offer letters.

  • Type Signature is as it sounds; candidates will be required to type their name into a text box to e-sign the offer. This type of e-signature can be especially helpful if your offer letter requires candidates to initial places throughout the letter.
  • Digital Wet Signature will require candidates to use their mouse or finger to e-sign the offer.

Editing an Offer Letter Template

  • Click Edit to the far right of an offer letter template under the "Action" column.

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  • Update your offer letter template as needed.

    Offer_Letter_Templates_-_Edit_-_01.png

  • Click Save Changes when done.

Deactivating an Offer Letter

  • Click Deactivateto the far right of an offer letter template under the "Action" column.

    Offer_Letter_Templates_-_Deactivate_-_00.png

  • A confirmation dialog will appear to confirm the deactivation. Click OK to confirm.

    Offer_Letter_Templates_-_Deactivate_-_01.png

  • A confirmation message will appear in the top left if successful and the offer letter template will disappear from the listing. 

    Offer_Letter_Templates_-_Deactivate_-_02.png

Duplicate an Offer Letter

  • Click Duplicate to the far right of an offer letter template under the "Action" column.

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  • A confirmation dialog will appear to confirm the duplication. Click OK to confirm.

    Offer_Letter_Templates_-_Duplicate_-_01.png

  • A confirmation will appear in the top left if successful and the duplicated offer letter template will appear in your list. As the name of the offer letter template will be the same as the original, it is advised to update the offer letter template name so it appears unique.

    Offer_Letter_Templates_-_Duplicate_-_02.png

Viewing and Reactivating a Deactivated Offer Letter Template

  • Click the Yes/No toggle to show deactivated offer letter templates.

    Offer_Letter_Templates_-_Reactivate_-_00.png

  • Click the Activate link to the far right of an offer letter template under the "Action" column.

    Offer_Letter_Templates_-_Reactivate_-_04.png

  • A confirmation dialog will appear to confirm the activation. Click OK to confirm.

    Offer_Letter_Templates_-_Reactivate_-_02.png

  • A confirmation message will appear in the top left if successful.

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