How to Create an Offer Letter

Leading Up to an Offer Letter

  • Change the stage for the candidate to the 'Offer' stage. This will allow the Offer Letter icon to appear under the 'Actions' column.

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  • Click the Manage Applicant Offer Letter icon.

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  • Click Add New Offer Letter.

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  • The Offer Letter wizard will take you through the stages of creating an offer letter.

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Creating Your Offer Letter

Email Information

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Enter any of the appropriate information for the email:

Email Template
By default, no email template is selected, allowing users to create an email from scratch. Or, select a previously created email template. If you would like assistance with creating an email template, you can refer to Complete Guide to Email Templates
To Field
The recipient of the offer letter.
CC and BCC Fields
Secondary recipients of the offer letter. (Optional)
From Field
Automatically defaults to the email address of the user who is creating the offer letter. This can be changed by selecting a substitute email address from the drop-down menu.
Attach File
A limit of 5 attachments or 10MB allowed per email. (Optional)
Subject
 Email subject line. Auto populated if an email template is selected.
Email Body
Text in email. Auto populated if an email template is selected. A long list of mail merge fields are 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" step.

When finished, click Next.

Letter Information

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Enter any of the appropriate information for the email:

Offer Letter Template
By default, no template is selected, allowing you to create an offer letter from scratch. Or, select a previously created offer letter template. If you would like assistance with creating an offer letter template, you can refer to Complete Guide to Offer Letter Templates
Title
Offer letter title. Displayed on the offer letter list page.
Body
Text of the offer letter. A long list of mail merge fields are 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" step.

E-Signature Info

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 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.

When finished, click Next.

Additional Fields

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If you have selected any mail merge fields on the previous pages that is not tied to data inside the ATS, you will be able to enter the necessary information on the "Additional Fields."

In our example above, we need to enter the onboarding location, onboarding manager, salary pay, pay by pay period, start date, and employment type for the mail merge fields to populate in the email/letter. 

When finished, click Next.

If you did not add mail merge fields that require additional data to be entered, proceed to the next page.

Email Response

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On this page, enter the email addresses of users who need to receive notifications of this candidate's offer letter activity.

By default, the email address of the user creating the offer letter will be entered. This email address can be removed, but at least one address is required.

Regardless of whether the candidate accepts or declines the offer, the users who are selected to receive notification of candidate activity will be notified accordingly.

When finished, click Next.

Approval Process

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Select an offer letter approval process if your organization has created one. If you would like instruction on how to set up an offer letter approval process, you can refer to Complete Guide to Offer Letter Approvals

If your organization does not use the offer letter approval process, you will navigate to the Preview and Send (shown in the following section)

When finished, click Next.

Preview & Send

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Preview the offer letter prior before it is sent to the recipient. The offer letter will display here in read-only format, meaning mail merge fields will be populated either with data from your ATS or data entered from the "Additional Fields" step. Any e-signature fields that were added will not be editable.

When finished, click Send Email.

After Sending The Offer Letter Email

Offer Letter Email

After the offer letter is sent, candidates will receive an email notification as it was configured during the offer letter creation process.

Within the body of the email, a large blue "Launch Offer Letter" button will display. Clicking the "Launch Offer Letter" button will take the candidate to their offer letter page which is accessible for 14 days from the time the offer letter was sent. After 14 days, the page will expire and a new letter will need to be created.

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Offer Letter

Accept and Decline buttons display at the bottom of every offer letter, as well as a text field for comments. If the candidate accepts the offer letter and e-signature field(s) exist in the letter, each e-signature field must be completed prior to submitting the response. If the candidate declines the offer, e-signature(s) are not required but comments must be entered prior to submitting the response.

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Approval Workflow Notes

  • Once the offer letter is submitted, the first level of approver(s) will automatically receive notification that an offer letter requires their approval. Each notification will include a link that will navigate the approver to a web page with the offer letter requiring they take action
  • The offer letter will display in read-only format for approvers. At the bottom of the page, approvers will have the option to Approve or Reject the offer letter. If rejected, the approver will be required to provide comments before submitting their response
  • Once the offer letter has been approved by any user within an approval process level, the offer letter will automatically move on to the next level in the approval process
  • If an email notification needs to be resent to an approver or if a backup approver needs to receive the notification, the person who created the offer letter (or admin users) can do so from the offer letter list page
  • Once the final approval has been received, the offer letter status will automatically change from ‘Pending Approval’ to ‘Active’ and will be sent to the candidate for them to take action
  • If an offer letter is rejected at some point in the approval process, rescinded, or rejected by the candidate, a notification will be sent to the user who created the offer letter. They will have the ability to view comments provided along with the rejection of the View Approval Process modal from the offer letter list page.
  • Offer letters that have been rejected for approval, rescinded, or rejected by the candidate can be copied allowing for a quick change to be made to the original offer letter before resending. For example, if a candidate wants to negotiate the salary listed in their offer letter, the creator can copy the original offer letter, make the change, and resend the offer for candidate approval without creating a new offer letter.
  • If an offer has been rejected or rescinded, an action of ‘Copy Offer Letter’ is available on the candidate's offer letter list page.
  • When copying an offer letter, the original offer letter information will automatically populate into the offer letter setup wizard, allowing the offer letter creator to make the edit within the appropriate step and resend the offer letter for approval or directly to the candidate.
  • If an offer letter is rescinded at some point in the approval process, a notification will be sent to all approvers who previously approved the offer letter or approvers who have the offer letter in their queue to approve.
  • An email template is available for selection when an offer to a candidate is rescinded. This allows the offer letter creator to send an explanation as to why an offer letter is withdrawn. A great example of when to use this new email template type is if a candidate fails to pass a background or drug screen and the offer is contingent on them passing.
  • When the offer letter creator rescinds the offer, the user can select the email template they want to send to the candidate. Sending an email notification to the candidate is optional.
  • A user with permissions to administer email templates must configure the Rescind Offer Letter email template. To make the template available for selection by the offer letter creator, navigate to Administration > Email Templates and click Add Template. Multiple email templates can be created using the Rescind Offer Letter Email Type.
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