Once you have determined that you would like to extend an offer to a candidate, you can send them an offer letter from their candidate profile. Offer letters can be created ad hoc for a candidate or by using pre-created Offer Letter Templates. Additionally, if your organization has background checks integrated with ClearCompany, you can enable automatic background check orders on your offer letters.
In this article:
Creating an Offer Letter
Sending an Offer Letter
Sending an Offer Letter to an Employee
F.A.Q.
Additional Resources
In order to send an offer letter, you'll need to be provisioned with either the Offer Letter Admin (allows a user to setup templates and manage offer letters) permission or the Offer Letter Sender (allows a user to create and send an offer letter) permission. Check with your HR team if you are unsure about your permission levels.
Follow the guide below to learn how to create and send an offer letter.
Create an Offer Letter
Once an offer letter has been sent it cannot be edited.
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Navigate to the candidate's profile.
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Once you are on the candidate profile, click the Hire tab.
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On the Hire tab, click Create Offer.
- Select the appropriate offer letter template.
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Offer Details: The Standard pay fields, as well as custom offer letter fields that have been declared on the template, can be filled out on this tab. Click Next to navigate to the next stage of the build.
- Note: If the Hiring Compliance setting is enabled for your organization and the offer letter pay rate exceeds the salary range as specified on the requisition, at least one non-self approver will be required. Please see this article for more information.
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Candidate Offer Package: On this tab, you can modify the body of the offer letter and define automatic actions that should take place. Open the menus below to learn about each section.
“Need help creating an offer letter template, check out our AI-Assisted Offer Letter Templates feature.”
Use the Body text editor to make any final edits to the body of the offer letter. The text displayed initially is based on the Offer Letter Template selected.
The Email to Candidate section is comprised of three settings:
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Auto-Delivery:
Clicking the toggle will automatically send the candidates an offer letter once it is approved by the approvers. Otherwise, you'll need to manually send the offer letter to the candidate.
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Candidate Offer Email Template:
The email template assigned to the selected offer letter template will be listed. Click the name of the email template to select a different template to use. Click Customize Offer Email to make changes to the verbiage of the email.
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Email Attachments:
Add or edit the file attachments that should be included in the offer letter email sent to the candidate. An example of a file attachment would be a benefits summary PDF.
Here you can define any workflow automation that should be applied to the candidate as they move through the Offer stage. If the template had stage changes defined, you will see them listed and make changes if needed.
This is a completely optional step. The events that can trigger an automatic workflow changes are:
- Offer is sent to the candidate
- Offer is accepted
- Offer is declined
If your organization has a background check provider integrated with ClearCompany, you can use this section to enable your offer letter to automatically send a background check order to the candidate. Review this article to learn how to configure these settings.
Enter the number of days a candidate has to respond to the offer letter, after which, the offer will be considered Expired.
Click Next to navigate to the next stage of the build.
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Internal Approval: On this tab, you can modify the offer letter approval process and define any hiring workflow changes that should be automatically made while going through the approval.
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Users pre-defined as approvers on the offer letter template will be displayed automatically.
Note: Any approvers selected in your template cannot be changed or removed from the process at this time.
- New approvers can be added by searching and selecting the user's name or entering an email address. If your organization has the Cascading Approvals feature enabled, you may add the Auto-insert approvers placeholder here.
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Here you can define any workflow automation that should be applied to the candidate as the offer letter moves through the approval process. If the template had stage changes defined, you will see them listed and you can make changes by selecting a different workflow option.
Post Candidate Signature: On this tab, you can update the list of people who will be notified via email when the offer letter is Approved, as well as when the candidate Accepts or Rejects the offer.
New approvers can be added by searching and selecting the user's name, or by entering a direct email address. Any users selected in your template to be notified, cannot be removed from the subsciber list on this page.
Click Preview, at the bottom of the page, to review the offer prior to sending for approval or to the candidate.
Once you're satisfied, click Create.
After creating the offer letter, it will be sent for approval (if an approval process is assigned). Once approved, the offer letter can be sent to the candidate, either automatically or manually. Read below to learn how to send the offer letter through either method.
Send an Offer Letter
If Auto-Delivery is enabled during offer letter creation, the offer letter will automatically be sent to the candidate's email after receiving its final approval (if listed), or immediately upon creation if there were no approvers.
If Auto-Delivery was not enabled, you'll need to manually send the offer letter to the candidate.
- Navigate to the created offer letter, located on the Hire tab of the candidate profile.
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Click on the offer letter you wish to send.
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Click Send Offer Letter.
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As a final step, you'll be prompted to review the email to be sent to the candidate with the offer letter. The email contents will default to the email template associated with the offer letter template but can be modified at this stage.
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Once you are satisfied, click Send.
Send Offer Letter to Employee
Users can send offer letters directly through an employee’s user profile.
- Navigate to the colleague's profile.
- Click Compose in the bottom right corner.
- Click Send Offer Letter.
- If approvers are included in the offer letter, the approval process will begin.
- If no approvers are included on the offer letter, then the letter will be sent to the employee for review and signature.
F.A.Q.
No, once an offer letter has been sent, it cannot be edited. If changes are required, a new offer letter must be created and sent.
If the candidate does not respond before the expiration date, the offer is considered expired. A new offer may need to be issued if the position remains open.
Yes, an offer letter can be resent from the candidate’s profile under the Hire tab.
Users specified in the Post Candidate Signature section will receive notifications when the offer is accepted or declined.
Additional Resources
Offer Letter Approvals
Build an Offer Letter Template
Comments
Hi, once an offer letter has been sent, can i extend the number of days before it expires?
Jim
Hey Jim, thank you for this question. Once an offer letter has been sent it cannot be edited. If you would like to extend the expiration date of the offer letter you would have to cancel the current one and re-create the offer letter. This article has been updated to reflect this information!
Hi team, once an offer letter expires, what happens? Is there any notification that goes out?
Hey Erin, if an offer letter expires the user that created the offer and any users specified as people who are notified when the candidate accepts or declines the offer letter will receive a notification.
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