Create an offer letter

Important: 

• When Offer Approval is complete, the Create an Offer Letter button is enabled.
• If the button is grayed out, then either the Offer Approval was not completed successfully, or you do not have permission to send Offer Letters.

Follow these steps:

1. Go to People > Hiring > Applicant Tracking. The Active Jobs screen opens. 
2. Select the job title to create an offer letter.
3. Select the candidate's name. 
4. Select Create Offer Letter. 
5. Select the offer letter template you want to use.
6. Attach any additional documents.
7. Select Next.
   
8. Complete the Offer Details. Recruiting automatically populates fields based on information from other fields.
9. For incorrect information, check the approval forms or manually correct the field. You can also include or exclude custom tokens with Additional Details. 
10. Select Next.
    

8. If needed, select a Company Signer. You can preview the final Offer Letter.
9. If your company uses DocuSign:
   1.  Select Save and Send via DocuSign.
10. If your company is not using DocuSign:
    1. Select Convert to PDF to help stop unauthorized edits. 
    2. When you are ready, select Save and Download or Save and Email. 
       

Send a reminder to a nonresponsive candidate

If a candidate does not respond to your offer letter, you have 2 options to send a reminder: 

Option 1: Use an Offer Letter Reminder Template

This is the recommended option.

1. Create an Offer Letter Reminder Template you can use anytime a candidate does not respond.
2. Copy the same information from the candidate's original offer letter and paste it into the template.

Option 2: Forward the original email to the candidate

1. Go to the candidate's details screen.
2. On the left side, showing the history: 
   1. Find the Offer Letter email (envelope icon).  
3. On the right, select the 3 dots icon. 
4. Select Forward via Email. The Send Email window opens. 
5. In the To field, type the candidate's email address. 
   1. The email shows the original subject line with a FW. The email body includes the original offer letter information. 
      
6. Select Send Email Now or the clock icon to schedule email delivery on a custom date.

Rescind or take back an offer letter

Important: 

• If your company uses DocuSign, you cannot rescind an offer letter after all signatures are collected. 
• DocuSign also does not refund letter credits.
• You also cannot change an offer letter after you send it (with or without DocuSign). 
  • To make changes, you must rescind the Offer Letter, create a new one, and send it.

Follow these steps:

1. Go to the candidate's Offer Details screen. 
2. Select Rescind Offer Letter. A notification displays to confirm the offer letter was rescinded.

View an offer letter when it is an attachment

1. Go to People > Hiring > Applicant Tracking. The Active Jobs screen opens. 
2. Select the job title.  
3. Select the candidate's name.
4. Go to the Offer Details section. You can view the offer letter and any additional documents here.