How to Generate and Send an Offer Letter

OFFER MANAGEMENT

This guide walks you through the complete process of extending an offer: from moving a candidate into the offer stage to sending a signed document via e-signature. We've included advanced configuration options and tips to ensure accuracy.

2 sections6 steps6 min read

In this guide

Creating the Offer

Sending the Offer

Creating the Offer

Step 1

Move the Candidate to the Offer Stage

Navigate to the candidate's profile.

Use the advance button to move the candidate to the Offer stage.

Go to the Offer Management tab on the candidate's profile.

This unlocks the Create Offer button.

Find the candidate and open their profile.

Offer Management tab with Create Offer button unlocked — The Offer Management tab, with Create Offer unlocked.

Step 2

Create the Offer

Select Create Offer.

Fill in all required fields in the Offer Details Drawer, including:

Job Title

Compensation details (base, bonus, equity, etc.)

Start date

Employment type

Any other company-standard fields

Select Save. The offer is saved with the status Not Sent and stored on the candidate's profile under the Offers tab.

Need to add custom fields (for example, visa sponsorship, signing bonus, or a location override)? Go to Company Settings > Custom Fields > Offer Fields.

Select Create Custom Field.

Choose a field type (text, dropdown, currency), set visibility, and mark it as required if applicable.

Return to the Offer Drawer, your new custom fields will be available for use.

Creating a new offer in the Offer Details Drawer — Fill in the Offer Details Drawer and save the offer.

Step 3

Generate the Offer Letter

Select Generate Offer Letter.

Choose one of the following:

Start from scratch for manual document creation.

Use an existing offer template from your template library.

From the dropdown, select your preferred template, then select Generate Offer.

The document auto-populates with tokenized offer details, such as candidate name, job title, and salary.

Select Preview to review formatting and content.

When you're satisfied, select Save. A PDF version of the offer letter is now stored under the offer and ready to send.

Generating the offer document — Select Generate Offer Letter.

Choosing and generating from an offer template — Choose and generate from a template.

Offer letter preview — Preview the offer letter before saving.

Sending the Offer

Step 1

Choose a Delivery Method

Select Send Offer Document to start delivery.

Choose your method:

Email without e-signature sends a simple email with the PDF attached and no signing required.

Send for e-signature (recommended) uses the embedded Dropbox Sign (HelloSign) integration to manage signatures.

💡 Note: The rest of this guide covers Option 2, sending for e-signature.

Sending the offer document — Select Send Offer Document.

Choosing a delivery method for the offer — Choose your delivery method.

Step 2

Assign Signers

If you selected e-signature, start by choosing who needs to sign.

Select Candidate as the default signer.

Optionally, add internal signers, such as a hiring manager or legal.

To enforce a signing sequence, toggle Set Signing Order and arrange the signers accordingly.

Assigning signers and signing order — Assign signers and set a signing order if needed.

Step 3

Select an Email Template

Choose a pre-approved email template, for example "Offer Letter - Standard Full Time."

This message goes to the candidate, while Dropbox Sign sends a separate notification for signature.

Selecting an email template — Choose the email template sent to the candidate.

Step 4

Configure Signature Fields

You'll be taken to the Dropbox Sign interface.

Use the left-hand sidebar to drag and drop signature elements:

Signature

Date Signed

Initials (if needed)

For multiple signers, use the dropdown at the top to toggle between signers and assign their respective fields.

⚠️ Warning: Ensure every required signer has a designated signature field, otherwise they won't be able to complete the document.

Configuring signature fields in Dropbox Sign — Drag and drop signature fields for each signer in Dropbox Sign.

Step 5

Final Review and Send

Select Preview to see exactly what the recipient will experience.

When ready, select Send. The offer status immediately updates to Sent.

✓

Final Step

What Happens After You Send the Offer

The candidate receives two emails:

One from your company, using the custom email template.

One from Dropbox Sign, prompting them to sign the document.

Internal signers, if applicable, are also notified to sign in the correct sequence.

Once all signatures are collected:

You'll receive a notification email.

The offer status automatically updates to Signed.

The signed PDF is stored on the candidate's profile under the Offers tab and is downloadable by admins and relevant hiring stakeholders.

Best Practices & Tips

Tip
Double-check tokens in your offer template to avoid missing data fields.
Use custom offer fields for region-specific clauses or approval tracking.
If sending a bulk offer, make sure signing order and email templates are pre-configured.
Archive outdated templates to reduce errors.

Nice work, the offer's on its way! Reach out to your CSM any time you need a hand with templates or e-signature setup.