--- title: How to Generate and Send an Offer Letter description: 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. --- [Skip to content](https://help.scalis.ai/extending-an-offer-to-a-candidate#main-content) [![SCALIS Logo (1)](https://help.scalis.ai/hs-fs/hubfs/SCALIS%20Logo%20(1).png?width=1391&height=437&name=SCALIS%20Logo%20(1).png)](https://help.scalis.ai/?hsLang=en) Open main navigation Close main navigation - [Go to scalis.ai](https://scalis.ai/) [Go to scalis.ai](https://scalis.ai/) SCALIS Knowledge Base - There are no suggestions because the search field is empty. 1. [Hiring Shouldn't Suck!](https://help.scalis.ai/?hsLang=en) 2. [Candidate Management](https://help.scalis.ai/candidate-management?hsLang=en) 3. [Offer Management](https://help.scalis.ai/candidate-management?hsLang=en#offer-management) # 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](https://help.scalis.ai/extending-an-offer-to-a-candidate#creating-the-offer) [Sending the Offer](https://help.scalis.ai/extending-an-offer-to-a-candidate#sending-the-offer)   Creating the Offer   1 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. ![Finding the candidate's profile](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/1-find%20candidate.jpg) Find the candidate and open their profile. ![Offer Management tab with Create Offer button unlocked](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/2-offer-management.jpg) The Offer Management tab, with Create Offer unlocked.   2 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](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/3-create-new-offer.jpg) Fill in the Offer Details Drawer and save the offer. 3 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](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/4-generate%20offer%20document.jpg) Select Generate Offer Letter. ![Choosing and generating from an offer template](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/5-usetemplate.jpg) Choose and generate from a template. ![Offer letter preview](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/6-preview%20offer.jpg) Preview the offer letter before saving. Sending the Offer   1 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](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/7-send%20offer.jpg) Select Send Offer Document. ![Choosing a delivery method for the offer](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/8-select%20send%20type.jpg) Choose your delivery method.   2 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](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/9-select%20signers.jpg) Assign signers and set a signing order if needed.   3 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](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/10-select%20email%20template.jpg) Choose the email template sent to the candidate.   4 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](https://help.scalis.ai/hubfs/Knowledge%20Base%20Guides/Generating%20Offer%20Letter/11-select%20offer%20fields.jpg) Drag and drop signature fields for each signer in Dropbox Sign.   5 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.   - [Getting started](https://help.scalis.ai/getting-started?hsLang=en#main-content) - [Account Setup](https://help.scalis.ai/getting-started?hsLang=en#account-setup) - [Super Admin Essentials](https://help.scalis.ai/getting-started?hsLang=en#super-admin-essentials) - [Job Setup](https://help.scalis.ai/job-setup?hsLang=en#main-content) - [Opening a Job](https://help.scalis.ai/job-setup?hsLang=en#opening-a-job) - [Template Creation](https://help.scalis.ai/job-setup?hsLang=en#template-creation) - [Dashboard Setup](https://help.scalis.ai/job-setup?hsLang=en#dashboard-setup) - [Candidate Management](https://help.scalis.ai/candidate-management?hsLang=en#main-content) - [Overview](https://help.scalis.ai/candidate-management?hsLang=en#overview) - [Interview Scheduling](https://help.scalis.ai/candidate-management?hsLang=en#interview-scheduling) - [Communications](https://help.scalis.ai/candidate-management?hsLang=en#communications) - [Offer Management](https://help.scalis.ai/candidate-management?hsLang=en#offer-management) - [Hiring Team Management](https://help.scalis.ai/hiring-team-management?hsLang=en#main-content) - [Talent Database](https://help.scalis.ai/hiring-team-management?hsLang=en#talent-database) - [Referrals](https://help.scalis.ai/hiring-team-management?hsLang=en#referrals) - [Tasks & Reminders](https://help.scalis.ai/hiring-team-management?hsLang=en#tasks-reminders) - [Candidate Reviews](https://help.scalis.ai/hiring-team-management?hsLang=en#candidate-reviews) - [Closing a Job](https://help.scalis.ai/hiring-team-management?hsLang=en#closing-a-job) - [Communication](https://help.scalis.ai/hiring-team-management?hsLang=en#communication) - [Integrations](https://help.scalis.ai/integrations?hsLang=en#main-content) - [Job Boards](https://help.scalis.ai/integrations?hsLang=en#job-boards) - [HRIS Integrations](https://help.scalis.ai/integrations?hsLang=en#hris-integrations) - [Subsidiaries & Clients](https://help.scalis.ai/integrations?hsLang=en#subsidiaries-clients) - [Reporting & Analytics](https://help.scalis.ai/reporting-analytics?hsLang=en) - [Knowledge](https://help.scalis.ai/knowledge?hsLang=en#main-content) - [Employment Training](https://help.scalis.ai/knowledge?hsLang=en#employment-training) - [Human Resources](https://help.scalis.ai/knowledge?hsLang=en#human-resources) - [New Features](https://help.scalis.ai/knowledge?hsLang=en#new-features) - [Job Boards](https://help.scalis.ai/knowledge?hsLang=en#job-boards) - [Agencies](https://help.scalis.ai/knowledge?hsLang=en#agencies) - [FAQs](https://help.scalis.ai/faqs?hsLang=en) - [Support](https://help.scalis.ai/support?hsLang=en) [![Chill listening crop-3](https://help.scalis.ai/hs-fs/hubfs/SCALIS%20Favicon.png?width=54&height=55&name=SCALIS%20Favicon.png "Chill listening crop-3")](https://www.scalis.ai) SCALIS matches qualified candidates to relevant companies with the first ever fully integrated ATS & job board leveraging AI. 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