Offer templates let you prepare the offer email and letter once and reuse them for every candidate. When you make an offer, the template fills in automatically with the candidate's and vacancy's details, so you only adjust what's specific to that person.
Before you begin
Check your access. Administrators can always create templates and send offers. Other users need Offer templates in their role's settings to create templates, and the Manage offers permission on the role's Recruit tab to send offers.
The candidate needs an email address and an active application, meaning one that's on a pipeline stage and not disqualified. Otherwise, the Offers tab shows a message instead of the Create offer button.
Part 1: Create an offer template
Go to Settings → Recruit → Offer templates.
Click Add.
Fill in the fields (all are required):
Name: the template's internal name, for example "Standard offer". Candidates never see it.
Subject: the subject line of the email the candidate receives.
Body: a short covering message in the email.
Letter template: the offer itself, which the candidate reads and signs. Include the salary, start date, benefits and other terms here.
To insert details automatically, click Add variable above a field and choose a placeholder.
Click Save.
Using placeholders
Placeholders are replaced with real information when the offer is created. They're grouped into Candidate, Vacancy, Hiring lead, Sender (the person who creates the offer) and Other (company name and today's date). Your custom candidate and vacancy fields are also available, which is the easiest way to include details like salary or start date.
⚠️ Important: A misspelled or empty placeholder disappears from the letter without any warning. Always pick placeholders from the Add variable menu instead of typing them, and check the preview before sending.
💡 Tip: To create a similar template quickly, click the three dots next to an existing template and select Make a copy.
Part 2: Send an offer to a candidate
Open the candidate's profile and go to the Offers tab.
Click Create offer and choose the vacancy the offer is for.
In Offer template, choose the template. The email and letter fill in automatically.
Review the content and make any changes for this candidate.
Click Save and preview. You'll see the Email preview and Letter preview with the real details filled in.
If everything looks right, click Send offer letter.
💡 Tip: Choose the template before editing anything. Switching to a different template replaces everything you've typed.
What the candidate receives
The candidate gets an email with your message and a View offer button. The button opens the offer letter, where they can:
Accept: draw their signature with a mouse or finger and confirm. The signature is saved on the offer.
Reject: give a reason (required). You'll see the reason on the candidate's Offers tab.
When the candidate accepts or rejects, the person who created the offer, the vacancy's hiring lead and its team members get an email notification (if they have this notification turned on).
💡 Tip: The offer page doesn't show any contact details, so include who the candidate can contact with questions directly in the letter. Use the Hiring lead or Sender placeholders for the name, email and phone number.
Part 3: Track the offer
On the candidate's Offers tab, each offer shows its progress:
Drafting: the offer is created but not sent yet.
Sent: the email has been sent to the candidate.
Viewed: the candidate has opened the offer.
Signed: the candidate has accepted and signed the offer.
If the offer is rejected or cancelled, a red Rejected or Cancelled status appears instead. Hover over a status to see the date. You can also see all offers for a vacancy on the vacancy's Offers tab.
Good to know
You can only edit an offer before it's sent. To change a sent offer, cancel it and create a new one. The candidate's old link will then show that the offer is no longer valid.
Send one offer at a time. Before creating a new offer, check the Offers tab and cancel any open offer, so the candidate doesn't receive two offers with different terms.
Editing a template doesn't change offers that already exist. Changes apply only to new offers.
Cancel instead of deleting if you want to keep a record. Deleting removes the offer and its history from the candidate.