This article is for administrators.
Offer Approval must be turned on first.
Only Administrators can manage offer letter settings.
Overview
Offer Letter Tokens automatically fill in details from the candidate, job, or offer approval records. Tokens help personalize offer letters and reduce manual entry.
Common examples include:
- Candidate's first name
- Job title
- Pay range
- Custom contract language
Types of tokens
There are three different types of tokens that you can insert into your Offer Letter template.
- Standard Tokens: these are system-defined fields and will be entered within {curly brackets}.
- Unique Tokens: these support custom fields or manual entry. They also use {curly brackets}, but they are unique to your account and needs.
- Optional Statements: these control text that may or may not appear in the letter. They use [square brackets].
Using tokens
- Go to People > Hiring > Applicant Tracking to open the Recruiting platform.
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Go to Admin > Approvals and under Offer Letters, select Offer Letter Tokens.
Use standard tokens
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To open the menu of standard tokens, select View Offer Letter Tokens.
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Copy the token exactly as shown in the Token column, including the curly brackets { }, from the Offer Letter Tokens list.
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Paste the token into your offer letter template Word document where the information should appear.
- When you create the offer letter, the matching candidate, job, or offer details will populate in that token.
Use unique tokens
You can create your own unique tokens for additional information.
- Type any text inside curly brackets { } in your Word document template of the Offer Letter.
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If the token name matches a custom field in Job Budget Fields or the Offer Approval Form, the value auto-populates.
Notes:
- The field name must match the text inside the brackets exactly.
- Do not use punctuation in the field name within your account.
- If no matching field exists, you are prompted to enter the value before sending the offer letter.
Use optional statements
Optional Statements let you include or exclude sections of text based on the candidate’s situation. Populare examples are:
- State-specific PTO language
- Contingency statements (background checks or drug screens)
- Remote work flexibility
To create an Optional Statement:
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Select Create Optional Statement.
- Fill in the details.
- Enter a Name. This is the text you place in square brackets [ ] in templates.
- Add a Summary to explain when the statement should be used.
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Enter Default Text. This is the text that will populate in your letter. The text can be edited when preparing an offer letter.
To use an Optional Statement in a template:
- Copy the name in square brackets, for example [Relocation].
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Paste it into the offer letter template where the text should appear.
Results
When creating the Offer Letter, the Optional Statement can be left on or turned off, based on the candidate situation.
If the blue toggle 
is on, this text will be included in your offer letter. 
Note: When the toggle is on, you have the flexibility to further update the text that appears in the letter.
Electronic signature tokens
If you are capturing electronic signatures, you must have the {CANDIDATE SIGNATURE} & {OFFER EXPIRATION DATE} tokens in your Offer Letter template. 
If you use DocuSign, signature tokens ({SIGNER SIGNATURE} & {CANDIDATE SIGNATURE}) must appear in white font in the Offer Letter template. This allows the token font to blend in with the page, so it is not visible when your electronic signature is added.
Offer letters video demonstration
Related information
Updated: May 20th, 2026 12 views 0 likes
*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.