Standard Offer Letter Fields

Amelia Krogh

Edited February 14, 2025 03:07

Offer Letter fields are system fields that auto-populate information and can be added to Offer Letters and their associated templates to streamline the building process. Offer Letter fields come in two types: Standard or Custom-created. Standard Offer Letter fields will be the focus of this guide.

In this article:
What standard offer letter fields are available?
Where are the standard offer letter fields located?
How do offer letter fields work?
Troubleshooting issues with fields auto-populating information

What standard offer letter fields are available?

Field Name	Definition	Details
Pay Rate Amount	Pay Rate Amount refers to the amount of pay being offered to the candidate for a given position. This should be a numerical value.	The Pay Rate Amount field will be completed by the Offer Letter Sender during the first stage of the offer creation process. Currency units (ex. $) are not accepted, only numbers and commas are valid entries.
Pay Rate Type	Pay Rate Type defines the unit of the Pay Rate Amount that is being offered.	The Pay Rate Type field is a dropdown menu with the following pre-determined options: Per Day, Per Hour, Per Year. These options cannot be modified at this time.
Offer Letter Creation Date	This field refers to the date on which the offer letter is first created.	Displays the date in MM/DD/YYYY format. Note that the leading zero for dates will not appear. This format is not currently customizable.
Offer Letter Expiration Date	This field refers to the date on which the offer letter is set to expire.	Displays the date in MM/DD/YYYY format. Note that the leading zero for dates will not appear. This format is not currently customizable.
Organization Name	This field refers to the name of your organization as it is set on yourClearCompany account.	To modify your Organization Name, please reach out to the ClearCompany Support team for assistance.
Offer Name	The Offer Name field will auto-populate the name designated on the Offer Letter template when used.	Some organizations refer to offer letters by different names depending on whether they're being provided to a potential new hire or an existing employee changing roles. For example, Offer Letter vs Promotion Letter.
Signature Location	The Signature Location field collects the candidate's electronic signature upon signing.	This field will display the electronic signature in the location within the Offer Letter where the field has been placed. Most commonly, this field is added to the very end of the offer letter template.

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

Where are the standard offer letter fields located?

Standard Offer Letter fields are located in the Body text editor associated with the Offer Letters and their respective templates.

Offer Letters and Templates

Navigate to Tools > Setup > Offer Letter Templates.
Select to edit or create a new template.
Within the Body text editor, click the Offer Letter Fields menu.
The dropdown menu is organized with Standard fields first, followed by Custom offer letter fields.

Offer Letter Email Templates

Navigate to Tools > Setup > Offer Letter Templates.
Select to edit or create a new email template.
Within the Body text editor, click the Offer Letter Email menu.
The dropdown menu is organized with Standard fields first, followed by Custom offer letter fields.

How do offer letter fields work?

Offer letter fields can be thought of as variables that auto-populate the related information once the offer letter is created. Some of this information is determined by the system automatically, such as the Offer Letter Creation Date, or Organization Name.

For most other fields, including custom offer letter fields, the information that will auto-populate on the candidate's offer letter must first be entered manually.

Filling out Offer Letter Fields

Navigate to the candidate's profile and click the Hire tab
In the Offer Letters section click Create Offer
Select an Offer Letter Template to use
On page 1 of the offer letter creation process, Offer Details, complete the standard and any custom fields associated with your offer letter template.

The details entered here will then auto-populate within the offer letter that is generated for this candidate.

Troubleshooting issues with fields auto-populating information

The most common reason for an offer letter field to not populate information as expected is due to the field variable being edited from its original format. Generally speaking, the fields always follow the format of:

[StandardOrCustomFieldName]

If the square brackets are removed, spaces or characters added, or the name inside the brackets is edited, the field's auto-fill function will become broken.

Solution: Delete and then re-add the system field to your template. Do not remove the brackets or edit the variable text.