Creating an Offer Letter Template

Offer Letter Templates are an easy way to have pre-defined Offer Letters available to Users to choose from when it is decided to extend an Offer to a Candidate for a position. This allows a user to quickly send an Offer Letter to a candidate without having to manually type out each one every time a candidate has an offer extended to them. If your organization has Background Checks integrated with ClearCompany, you can also enable automatic background check orders on your offer letter templates.

In this article:
Navigating to Offer Letter Email Templates
Creating Offer Letter Email Templates
Adding an Image
Create Header & Footer
Create the Contents and set Approvers for the Offer Letter

Navigating to Offer Letter Email Templates

1. To set up these aspects of an Offer Letter Template, go to Tools>Setup>Offer Letter Templates.

Creating Offer Letter Email Templates

This section will instruct you on how to create an Offer Letter Email Template that can be sent with your Offer Letter.

1. Select Add Template in the Candidate Offer Letter Email Templates section.
2. Add a Template Name and Subject Line.
   • Note: You can associate a Workflow Stage Update to this Email Template (ex. Offer Letter Approval Pending). When you send the Offer Letter to a candidate, this will trigger an automatic Workflow Stage Update to this Workflow Stage.
3. Add an Email Body. You can include a wide variety of auto-populating information here, including Candidate Information, the Offer Letter Custom Fields you just built, and Requisition Information.
4. Select Create Template to save your new Email Template.
5. You will be able to Preview what this Email Template will look like before you send it to the candidate. You can also edit or delete the Email Template at any time as well as modify it prior to sending.  

Adding an Image to an Offer Letter Template

Follow the steps below to add an image to an offer letter.

1. Navigate to Offer Letter Templates.
2. Select the Offer Letter template you would like to Edit or Add Template.
3. Navigate to the body of the template, and select the image icon.
4. Enter the URL of the image, if you are not hosting an image, ClearCompany can host the image for you. Reach out to support to have us add an image and provide the URL.
5. Set the width and height of the image.
6. Once done, select OK, and Save the template.

Offer Letter Header & Footer

This section will instruct you on how to create an Offer Letter Header and Footers that can be added to your Offer Letter Template.

1. Select Add New Header/Footer in the Offer Letter Header & Footers section.
2. Name your Header/Footer Template.
3. Add content for the Header and Footer. You don't have to add in both. Similar to Offer Letter Email Templates, you're able to add in auto-populating information from the Requisition, Candidate, or Company. 
4. Select Save to save your new Header/Footer Template.
5. You will be able to Preview the Header/Footer Template as they appear on the Offer Letter prior to sending. You can edit or delete this Header/Footer Template at any time. 

Offer Letter Template (& Set Approval Process)

Your final step is to assemble all of the pieces of your Offer Letter you just built into a complete Template and Set an Approval Process (optional).

Need help creating an offer letter template, check out our AI-Assisted Offer Letter Templates feature!”

Steps

1. Select Add Template in the Offer Letter Templates section.
2. The first tab of Template Setup is the Candidate Offer Package. Name your Offer Letter Template.
3. Select a Header/Footer Template from the dropdown menu in the upper right-hand corner.
4. Create the Offer Letter Body. You are able to add auto-populating fields from the dropdown menus above the body of the letter, such as the Offer Letter Custom Fields you created, Candidate Information, and Requisition Information.
5. Select an Offer Letter Email Template. You can select the Eye Icon to the right of the Template Dropdown to Preview the Offer Letter Email.
6. Define any Automated Background Check orders that should apply when this template is used.
7. Set an Expiration. Once the Offer Letter has been sent, the Expiration will determine how many days the candidate has to respond to the Offer Letter before it expires.
8. When you are finished, select Next. You can also Save the Offer Letter at this point, or click Preview to view it.
9. The second tab of Template Setup is Internal Approval. Here you define an Approval Process  (optional) that the offer letter would follow before it can be sent to the candidate.
   • Add an Approver from the Select a role or an individual Dropdown.
   • You are able to find Approvers by Title (Recruiter, Hiring Manager, or Manager's Supervisor - this will automatically pull whichever User this Title is regarding for the requisition).
   • You can also find Approvers by typing their Name or Email Address.

  Some accounts may have an approval process setting called Cascading Approvals enabled which includes new functionality not described in this guide. For more details on how to set up or use the Cascading Approvals feature, please review this article.

1. Pro-Tip: If you would like to be able to Modify Approvers after the Offer Letter is initiated, you can check the box that says Allow Updates to the Approval Process of a Generated Offer Letter.
2. You can add Additional Information for Approvers that will not be visible to the candidate in the Internal Approval Tab. This information is captured by Offer Letter Custom Fields.
3. You can associate a Hiring Workflow Stage Update to the Approval Process (recommended).
   • Pro-Tip: If you haven't already, create someHiring Workflow Stages for Offer Letters (ex. Offer Sent for Approval, Offer Rejected by Approver, Offer Approved, etc.). This will help you automatically keep track of where your candidate and their offers are at in the process.
4. When you are finished, select Next.
5. The third tab of the Template Setup is Candidate Signature. Select the Hiring Workflow Stage Updates for when a Candidate Accepts or Declines an Offer Letter.
   • These are associated with your Hired or Dispositioned Hiring Workflow Stages.
6. Select Subscribers - Users who will be notified of the candidate's decision to Accept or Decline the Offer Letter.
   • You can select Subscribers the same way you selected Approvers in the Approval Process step.
7. When finished, select Create.
   • You will be able to modify the Offer Letter Template when initiating the Offer Letter. You can modify or Delete the Offer Letter Template at any time.
   • You will not be able to change or remove Pre-Selected Approvers. You can add additional Approvers, but you cannot remove Approvers who were selected in the Offer Letter Template during Template Setup.