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Create, send, and manage offer letters

Learn how to create, send, remind, view, or rescind a job offer letter. This guide shows each step so you can handle offer letters quickly and easily.

Table of Contents

This article is for administrators and staffing users.

You must have the offer letters feature turned on.

You must be an administrator to configure offer letter settings.  

You must be an administrator or staffing user  or standard user with permission to create offer letters. 

 

Overview 

Use Offer Letters to send a formal job offer to a candidate. In this article you’ll learn to create, send, remind, rescind, and view offer letters.  

Important notes: 

  • The Create an Offer Letter button is available only after Offer Approval is complete. 
  • If the button is gray, the approval did not finish or you do not have permission to send offer letters. 
  • You cannot edit an offer letter after you send it without rescinding the original offer and create a new one.  

Create an Offer Letter 

  1. Go People > Hiring > Applicant Tracking to open the Recruiting platform. 
  2. From a candidate record, on the Offer Details tab, select Create Offer Letter.  
    A screenshot of a computer AI-generated content may be incorrect.
  3. Select the offer letter template and any additional attachments from your library. 
    Note: If you do not see the template or attachment you’re looking for, refer to Set up offer letters – templates or Set up offer letters - attachments. 
    A screenshot of a application AI-generated content may be incorrect.
  4. Select Next. 
  5. Complete the Offer Details. 
    Note: The Expiration Date field will always default to 3 days from today. The underlying default cannot be changed, but the date that is displayed in the letter can be changed during this step. 
  • Fields auto-fill based on data from the candidate record, job, and offer approval form. 
  • If information is incorrect or missing, update the field. Recruiting will not let you accidentally send an offer with missing details.  
    A screenshot of a computer AI-generated content may be incorrect.
  1. In the Additional Details section, include or remove Optional Statements (Custom Tokens) by sliding the blue toggle off. 
  2. To preview the letter, select Preview. Attachments can also be previewed by selecting the >>. 
  3. Select Next. 
    A screenshot of a computer screen AI-generated content may be incorrect.
  4. If you are integrated with DocuSign for electronic signatures, enter a Company Signer. 
  5. Select Save and Send to send the offer to the candidate.   

Send a reminder to a nonresponsive candidate 

If a candidate does not respond, send a reminder by forward the original Offer Letter. 

  1. From the Offer Details tab of the candidate’s record, in the Newsfeed, find the Offer Letter email with the envelope icon.  
  2. Select the menu with three dots. 
  3. Select Forward via Email.  
    A screenshot of a email AI-generated content may be incorrect.
  4. In the To field, select the candidate. 
  • The email keeps the original subject line with FW. 
  • The email body includes the original offer details. 
  1. Create a template to pre-populate the beginning of the email body. For more information on creating email templates, refer to Set up offer letters – templates.
  2. Select Send Email Now or select the clock icon to schedule delivery.  
    A screenshot of a email AI-generated content may be incorrect. 

Rescind an offer letter 

If changes need to be made to the candidate’s letter, you must first rescind the original, make a note, and confirm your intent to retract the current letter. Then, make changes and send a new letter. 

 A screenshot of a computer AI-generated content may be incorrect.

 A screenshot of a computer screen AI-generated content may be incorrect. 

Important notes: 

  • If your company uses DocuSign, you cannot rescind an offer letter after all signatures are collected. 
  • DocuSign does not refund letter credits. 
  • You cannot change an offer letter after it is sent, with or without DocuSign, without rescinding it first.  

View an offer letter and attachment(s) 

You can view an offer letter and related documents. They will be on the Offer Details tab of the candidate’s record, Offer Letter tab in the document viewer. 

 

Updated: May 21st, 2026 12449 views


*This content is for educational purposes only, is not intended to provide specific legal advice, and should not be used as a substitute for the legal advice of a qualified attorney or other professional. The information may not reflect the most current legal developments, may be changed without notice and is not guaranteed to be complete, correct, or up-to-date.

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