This article is for administrators.
Offer Approval must be turned on first.
Only Administrators can manage offer letter settings.
Overview
Offer Letter Templates let you create consistent, reusable offer letters in Recruiting. Templates are Microsoft Word (.docx) files that use tokens to automatically pull candidate, job, and offer details into the offer letter to personalize it.
Before you begin
- Templates must be saved as Microsoft Word (.docx) files.
- You can start with the sample template or an existing company offer letter.
- The Recruiting platform checks templates for errors during upload and alerts you if there is a problem.
Create an offer letter template
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
-
Go to Admin > Approvals and under Offer Letters, select Offer Letter Templates.
- Choose one of the following:
-
Start with Download a Sample Offer Letter Template.
- Use an existing offer letter from your company.
- Open the file in Microsoft Word and add the tokens you want to use. For more information on tokens, see Set up offer letters – tokens.
-
When the template is ready, select Upload New Template.
-
Enter a clear Name and Description for the template. Then attach the Word (.docx) file.
- Select Save. This will add the template to your account’s library.
Note: Recruiting alerts you if the system detects errors with the template or the tokens.
Manage Offer Letter Templates
Manage templates from the Offer Letter Templates page.
- Select Preview to review the template.
- Select Edit to update the name or description.
- Select Download to save a copy.
-
Select Delete to remove the template.
Tips
- Use clear template names so you can quickly find the correct option.
- Test tokens by previewing the template before using it for candidates.
- Keep formatting simple to avoid upload errors.
- After adding your tokens, make sure the font and font size is the same across your Offer Letter document.
Troubleshooting
- Template will not upload: Confirm the file is saved as a .docx file.
- Token isn’t populating: Check for misspelled or missing brackets around the token. Once updated, upload again.
Offer letters video demonstration
Related information
Updated: May 27th, 2026 4883 views 1 likes
*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.