Overview

Create and send customized offer letters to candidates in two simple steps.

Step 1: Create offer letter templates

1. “Add a new template” from Offer letter templates page in the settings

2. Give your template a name

3. Prepare your offer template with relevant variables.

   1. These variables are replaced with actual values while creating the offer letter for each candidate.

   <aside> ℹ️ How to convert your existing offer template:

   1. Open a recent offer letter in a word file

   2. Find and take note of all the content that gets changed for each candidate.

   3. Replace such content with a [variable_name].

      1. Add it inside [ ] square brackets.

      2. Give your Variable a suitable name.

      3. You will fill these when creating the offer letter for the candidate.

      4. We support auto-fill variables for two types of variables:

         1. Job application variables
            1. [today_date]
            2. [candidate_name]
            3. [job_title]
            4. [department]
            5. [location]
         2. Custom field variables where the “Add as placeholder to offer” toggle is enabled (for example, Joining date).

         All other fields must be filled in manually when you send the offer.

   4. Save your word file. </aside>

   

   Reference: How to put placeholders in Offer letter file

4. Upload your template.

   • The system automatically identifies variables in the document.
   • Review the identified variables,
     • If duplicate variables are found, change them to lowercase in the document and re-upload the file
     • Assign related variable type to each variable, like "Date" for [offer_expiration_date].

   

   Reference: How it will appear in the ATS

5. Add e-signature:

   • Select the position where you want the candidate to e-sign the offer letter.

6. Add questions to collect information or documents from candidate along with the signed offer letter.

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1.1 Set up Offer approval flow

If offer approvals are enabled in your company, offers can require approval before sending to the candidate.

Offer approvals is available on the following plans:

• Only Super Admins can enable and configure the offer approval feature for your organization.

• Default approval flow (simple setup)

  • You can set up a standard approval flow (step-by-step approvals).
  • Approvers receive email and in-app notifications.
  • Approvers can approve or reject the offer request.

• Conditional approval flows

  • You can also create conditional approval flows so different offers follow different approval paths based on rules like:
  • Department, Location, Job fields / job custom fields, Candidate fields / candidate custom fields, Requisition details

• You can add Super Admins, Recruiters, or Hiring Managers as approvers.

• You can also add the Head of Department as an approver. The system will automatically identify the Head of Department based on the candidate's department.

<aside> 💡

Read more Setup conditional offer approval flows

</aside>

<aside> ℹ️

Note: If this feature is not included in your current plan but you’d like it as an add-on, please contact our sales team at [email protected] or call us at +971 58 174 6200 to enable it for your company.

</aside>

Step 2: Send offer letter