Adding Custom Offer Letter Fields to an Existing Offer Letter Template

Amelia Krogh

Edited February 14, 2025 03:08

Following this article will instruct you on how to edit an existing Offer Letter Template to include your Custom Offer Letter Fields.

In this article:
What are Custom Offer Letter Fields?
Internal vs. External Facing Fields
Adding Custom Fields to an existing Offer Letter Template
Adding External (Candidate Facing) Fields
Adding Internal Facing (Internal Users Only) Fields
Additional Resources

What are Custom Offer Letter Fields?

Offer letter custom fields are fields that you can add to an offer letter, either internal or candidate-facing that ensure important details of the offer are captured for approval. Some examples of offer letter custom fields include Vacation Time, Medical Benefits, and Start Date. Follow this article to learn how to Build Offer Letter Custom Fields.

Internal vs. External Facing Fields

Depending on the information being collected, you may want to share this information externally with the candidate. These fields will come in handy when you begin creating offer letter templates as the information collected during offer letter creation will auto-populate within the body of the offer letter.

By contrast, you can create Custom Offer Letter Fields that are Internal Only and aren't displayed to the candidate. This allows you to collect necessary information on the offer letter but only share it with internal users within the system.

Adding Custom Fields to an Existing Offer Letter Template:

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

Begin by navigating to the Offer Letter Template you’d like to update.

Navigate to the Tools menu at the top of the screen, select Setup from the drop-down menu, and click on the ‘Offer Letter Templates’ page within the Recruiting Setup column.
From the list of Offer Letter Templates, either click on the name of the template you wish to edit or click the ‘Edit’ button to the right of the template name.

Adding External (Candidate Facing) Fields:

With the Edit Offer Letter Template page open, scroll down to the text box for the Body of the Offer Letter.
Determine where within the body of your letter you want to add this field and add any necessary text that needs to be included. Place your cursor where you want to add the field.
When you're ready to insert the Custom Offer Letter Field, navigate to the top of the text editor where you'll see four drop-down menus (General Info, Candidate Info, Offer Letter Fields, Custom Req. Info). Click on the 'Offer Letter Fields' drop-down menu.
Select the Custom Offer Letter Field you'd like to add and you should see it populate within the body of the template in a format similar to this:
- CustomFieldName: [OF1234#CustomFieldName]

Let's look at this field format in more detail:

The first part before the semi-colon is the name of the custom offer letter field. The second part in brackets is code that allows the system to auto-populate the custom field responses within the Offer Letter.
NOTE: You may delete the first part, the custom offer letter name, if you'd like to edit the text that appears before the field. However, you'll need to leave everything wrapped in brackets in order for the system to auto-populate data correctly in the offer letter upon creation. See the example below.
Repeat the process until you've added each custom field to the body of the offer letter template.
When complete, click the Save button at the bottom right of the 'Edit Offer Letter Template' page.

Adding Internal Facing (Internal Users Only) Fields:

With the Edit Offer Letter Template page open, click on the second tab at the top of the page titled Internal Approval.
Scroll down to the Additional Information for Approvers section
Using the 'Add a field' drop-down menu, select the custom offer letter field you want to add as an Internal field.
- NOTE: This information will only be viewed by creators and approvers of the offer letter and not included in the offer letter or shown to the candidate.
Click the Save button in the bottom right of the Edit Offer Letter Template page to save your changes.