The Offer Letter feature allows a recruiting user to select a pre-built template, update the contents, and generate a letter containing offer details and language for use in negotiating and finalizing offer terms with a candidate.
Offer letter templates can be viewed or edited by using Admin Center→Manage Offer Letter Template.
To review existing offer letter templates, click the template name hyperlink.
Offer Letters — Create New Template
To create a new template, click Create New Template. For this example, the option to create a new template is used (click Create New Template).
You can update the following information directly in the email template:
- Country
- Language (if multiple languages are enabled)
- Template Name
- Type in Subject (this is the subject the candidate will see)
- Content of the message in the body
Sending an Offer Letter
The offer letter can be accessed in specified status by using Candidate Summary (individual view).
The offer letter is generated and data is populated from the selected template. You can modify the letter and attach documents to be completed by the candidate.
The Offer Letter can also be saved as a draft and re-edited at a later time.
Offer letters can be sent in following formats:
- Email as a PDF attachment ( the user must first have created Recruiting Email Template to attach the PDF to).
- Email as a text: Email body uses Offer Letter Templates.
- Print: The system prompts the user to download the Offer Letter as a PDF which can then be printed. The action is tracked in the Offer Letter Audit Trail portlet.
- Verbal Offer: No action taken by the system, but Verbal is tracked in the Offer Letter audit trail portlet.
- Online Offer: The offer is submitted online. The candidate can review details within the Career Portal.
- Online Offer with E-Signature: You can allow permissioned Recruiting Users to create and send Online Offers requesting an electronic signature from candidates within the Career Portal. To enable Online Offer with E-Signature, a customer must have a DocuSign account.
Online Offer
In addition to verbal and email offers, offers can also be extended online.
The offer letters are sent to a secure online portal and candidates can log in and accept or decline, or ask a question.
Online Offer Configuration
The feature has to be enabled in Admin Center by navigating to Manage Recruiting→Manage Recruiting Settings→Offer Letter, and then enable the Allow candidates to accept offers online option.
If the Allow candidates to email job requisition operator option is enabled, candidates can send an email directly to the chosen operator.
Online Offer: Email Template
A specific email template should be configured to be sent with the Online Offer. The template can be configured in Admin Center→Manage Recruiting Email Templates. The email is sent to the candidate to provide a link to accept the offer in a secure online portal.
The URL takes the candidate directly to the My Offers area in their Career Portal.
Sending the Online Offer
Once the offer has been approved, you can send it to the candidate. Choose your standard Offer Letter template for the Offer Letter and then send it to the next step. Use the Online Offer option and select the email template created for this feature, which has the following token:
Click Next to submit the offer.
Online Offer: Candidate View
Any online offer is accessible by using a candidate’s account.
A candidate can view details of the offer, accept, decline, or email the recruiter.
