Creating an offer letter template helps streamline your hiring process.This article walks you through how to build your own offer templates and insert tokens that automatically populate candidate- and job-specific details.
📍 Where to Start
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Go to Company Settings
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Click on Document Template
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Select Create New Template > Offer
✍️ Step 1: Set Up the Template
Fill out the required fields:
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Template Name
Give it a clear, descriptive name (e.g., Full-Time Sales Offer, Internship Summer 2025)
📄 Step 2: Write Your Offer Letter
In the text editor, draft the body of your offer letter. You can include:
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Headings, bullet points, and formatted paragraphs
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Compensation details
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Job responsibilities
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Company disclaimers or legal terms
Think of this editor like Google Docs or Microsoft Word — use formatting to create a polished, readable document.
🔁 Step 3: Insert Dynamic Tokens
Dynamic tokens automatically populate data pulled from the candidate, job, or offer. This saves time and reduces errors.
How to Insert Tokens
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Place your cursor where you want the token
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Click the { } Insert Token button in the editor toolbar
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Browse and select from these categories:
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Candidate Info (
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Job Info (e.g.,
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Offer Details (e.g., ,
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Custom Offer Fields (only visible if you’ve created any custom fields in Company Settings > Custom Fields)
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💡 Pro tip: Always insert tokens using the dropdown to avoid syntax errors. Tokens must be wrapped in double curly brackets — e.g.,
✅ Step 4: Save & Test the Template
When you click Save, the template will be stored with a status of “Not Tested”.
⚠️ Templates in “Not Tested” status cannot be used when generating offer letters. You must test and validate all dynamic tokens first.
How to Test a Template
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From the Document Templates page, click the ellipsis (⋯) next to your saved template
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Select Test
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A popup window will appear, listing all tokens in the template and their validation status
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Blue = valid
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Red = invalid or unresolved
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Once all tokens are validated, the template status will update to “Verified”
✅ Pro tip: If a token is marked invalid, make sure the corresponding field exists in your offer details or custom field configuration.
🔄 Editing Existing Templates
To make changes:
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Go back to Offer Templates
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Click the Edit icon on the template you’d like to update
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Adjust your content or insert new tokens
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Save again to finalize your changes
🗂️ Need to remove an outdated template? Use the Archive option — this will hide it from future use but retain it for record-keeping.
🧠 FAQs
Q: What happens if a token is missing or blank?
A: If a token isn’t populated when generating the offer, you’ll see a placeholder value (e.g., ). Double-check that all required fields were filled out when creating the offer.
Q: Can I include multiple signers in a template?
A: Signers are configured when sending the offer (not in the template itself). However, we recommend indicating signer roles (e.g., candidate, hiring manager) in the doc layout if relevant.
Q: Are templates customizable by department or location?
A: Yes! Create multiple templates tailored by job type, office, or region. You can even use conditional language or custom tokens for specific use cases.
✅ You’re All Set!
With offer templates in place, you’ll be able to generate and send fully personalized offer letters in just a few clicks — saving time and ensuring a professional candidate experience.
Need help creating your first template or want examples? Reach out to your customer success manager 😃