How to Deliver an Offer Letter to an Applicant

How to Deliver an Offer Letter to an Applicant

Deliver an Offer Letter

Each offer letter is tied to a specific job application and is created for an applicant based on the job application on file for that position.

There are two parts to delivering or sending an offer letter to a prospective employee. The individualized offer letter is generated first, and then it is assigned to the specific applicant.

Generate Offer Letters

Generating an offer letter creates an individualized offer letter with position specific information for a prospective employee.

After an offer letter is created, it is stored on the Offer Letters page with an initial status of either Submitted or Offer Generated. A status of Submitted indicates an offer letter workflow is present. The offer letter must be approved before assignment. A status of Offer Generated indicates the offer letter is created and ready to be assigned to the applicant.

Generate an Offer Letter

Generate an offer letter for an applicant for a specific job application.

Navigation:Menu > Team > Recruitment > Candidates > Job Applications

  1. From the Job Applications page, select View Job Application for the applicable applicant.
  2. In the Quick Actions section, select Add Offer.
    The Offer Letter page for the applicant appears.
  3. In the Offer Details section, at the Rate field, enter a rate for the position.
  4. At the per drop-down list, make a selection.
  5. At the Start Date field, enter a new hire start date.
    Note The Rate, per, and Start Date fields only display as available if these tags are configured in an offer letter template.
  6. In the Content section, at the Offer Letter Template field, select an applicable template.
    The offer letter appears in the Offer Letter Content section.
  7. Edit the Offer Letter Content as needed.
  8. Select Save.
  9. (Optional) Select Preview. The offer letter preview appears. Select Close.
  10. Select Submit.
    Note Offer letters may also be generated directly from the Offer Letters page. Access Menu > Team > Recruitment > Offer Letters and select Add New.

Assign Offer Letters

Assigning an offer letter sends the offer letter to the prospective employee via the applicant portal.

By assigning an offer letter, the offer letter is tracked in the system. This results in reporting capabilities and tracking of the offer letter status. After assignment, the status of Assigned displays on the Offer Letter page.

Assign an Offer Letter


Once an offer letter is created, it can be assigned to a prospective employee. After assignment, the applicant views the offer letter and then accepts or rejects the offer.

Navigation:Menu > Team > Recruitment > Candidates > Job Applications

  1. From the Job Applications page, select View Job Application for the applicable applicant.
  2. In the Quick Actions section, select View Offer.
    The Offer Letter for the applicant page appears.
  3. (Optional) From the Offer Letter page, select Download Offer.
    This option downloads a copy of the offer letter as a PDF file.
  4. (Optional) From the Offer Letter page, select Email Offer.
    This option emails a PDF copy to the applicant. A communication template is used to send the document. Sending a copy via this method does not allow for management or tracking of the status of the offer letter on the Offer Letters page.
  5. From the Offer Letter page, select Assign Offer.
  6. In the Assign Offer? widget, select Assign.

    The offer letter is assigned and the applicant accesses the offer letter from the applicant portal.

    Note Offer letters may also be assigned directly from the Offer Letters page. Access Menu > Team > Recruitment > Offer Letters and select View Offer Letter for the applicable applicant.

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