An offer letter is a way to formally extend an employment invitation to a potential new hire. Offer letters include basic information like the job title, pay, and start date but can also include more detailed specifications for the role.
In this article we will cover:
- Creating an Offer Letter Template
- Editing an Offer Letter Template
- Adding an Offer Letter to a Job
- Sending an Offer Letter
- Related Topics
Creating an Offer Letter Template
To create an offer letter template, click 'Hiring Steps' in the top, right of your Hireology account.
You can click the 'Offer Letters' tab to view the default offer letters provided by Hireology and any offer letters you've created. The default offer letters are the Basic Offer Letter and the At-Will Offer Letter and cannot be archived.
To create an offer letter, click 'Create New' and select 'Offer Letter'. Note: You do not have to be in the Offer Letters tab to select this option.
In the offer letter builder, type the desired text into the Offer Document section. This text can include dynamic fields, which can be found to the left of the page or in the ‘Dynamic Fields’ dropdown menu.
You can require an acceptance signature from the candidate by checking the box to select ‘Require Signature’.
You can also choose to allow other users to edit your offer letter template.
Enter a name for the new Offer Letter template and click 'Save' to add the offer letter template to your Hiring Steps library.
Editing an Offer Letter Template
To make changes to one of your offer letter templates, click 'Hiring Steps' in the top, right of your Hireology account, then click the 'Offer Letters' tab.
Click on the name of the template you would like to edit.
Next, click 'Edit'.
Edit the template as needed, then click 'Save'. The offer letter template will automatically reflect your changes for any jobs where it is in use.
Adding an Offer Letter to a Job
You can add an offer letter to a new or open job. To add it to a new job, click '+Open a job', choose a new or existing job template, then click 'Next' to advance through the job, or click the '3' to reach the Hiring Steps on the third page.
To add an offer letter to a job that's already open, click the 'Jobs' tab in the top, left of your Hireology account, then click the edit icon beneath the job. Click the Hiring Steps bubble in the top navigation to skip to the Hiring Steps page.
Click '+Add hiring step' at the bottom of the page and select 'Offer Letter'.
If you are opening a new job, click 'Next' at the bottom of the page to complete the steps, or click 'Save & Exit' if the job is already open and no further changes are needed. Note: You will be able to select which offer letter template to use in the next step.
Sending an Offer Letter
When you are ready to send an offer letter to a candidate, click the 'Offer Letter' tab within the candidate’s profile.
On the offer letter page, you can choose an offer letter template or click ‘Create New Template’ to build a new template.
Enter the start date and compensation details which will populate the dynamic fields in the body of the letter. Click ‘Create Offer’ to generate the job offer email with the Offer Letter attached at the bottom.
Review / edit the email, then click ‘Send’.
When the candidate accepts or declines the offer, the hiring manager will receive an email notifying them of their decision.
If the candidate declines the offer, they will be given the option to select a reason for declining and can add comments to further explain their decision. Those details will be captured in the 'Offer Letter' tab of the candidate's profile. If you need to make changes to the offer, click “Revise Offer” on this page.
If the candidate accepts the offer, you will be able to see their signature and accepted offer letter on this page.