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đź“ť How to Generate and Send an Offer Letter

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.

âś… Step 1: Move the Candidate to the Offer Stage

  1. Navigate to the candidate’s profile.

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

  3. Then navigate to the Offer Management tab of the candidate profile.

  4. This action will unlock the Create Offer button.



✍️ Step 2: Create the Offer

  1. Click Create Offer.

  2. The Offer Details Drawer will appear. Fill in all required fields, including:

    • Job Title

    • Compensation details (Base, Bonus, Equity, etc.)

    • Start Date

    • Employment Type

    • Any other company-standard fields

  1. When finished, click Save.

    • The offer is now saved with the status "Not Sent" and stored on the candidate’s profile under the Offers tab.

⚙️ Need to Add Custom Fields? 

If your offer requires additional fields (e.g., visa sponsorship, signing bonus, location override):

  • Go to Company Settings > Custom Fields > Offer Fields

  • Click "Create Custom Field"

  • Choose field type (e.g., text, dropdown, currency), define visibility, and mark as required if applicable

  • [View full instructions here →]

Once complete, return to the Offer drawer and your new Custom Fields will be available for use.

đź“„ Step 3: Generate the Offer Letter

  1. Click "Generate Offer Letter"

  2. Choose one of the following:

    • Start from scratch (manual doc creation)

    • Use existing offer template from your template library

  3. From the dropdown, select your preferred template. Click "Generate Offer"

  4. The document will auto-populate with tokenized offer details (e.g., candidate name, job title, salary).

  5. Click "Preview" to review formatting and content.

  6. When satisfied, click "Save".

    • A PDF version of the offer letter is now stored under the offer version and ready to send.

📬 Step 4: Send the Offer

Click "Send Offer Document" to initiate delivery. You will be prompted to choose your method:

Option 1: Email Without E-signature

  • Sends a simple email with the PDF attached (no signing required)

Option 2: Send for E-signature (Recommended)

Uses our embedded Dropbox Sign (HelloSign) integration to manage signatures.

If you select option 2:

Step 1: Assign Signers

  • Select Candidate as the default signer

  • Optionally, add additional internal signers (e.g., Hiring Manager, Legal)

  • To enforce a signing sequence, toggle "Set Signing Order" and arrange signers accordingly

Step 2: Select an Email Template

  • Choose a pre-approved email template (e.g., “Offer Letter - Standard Full Time”)

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

Step 3: 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

⚠️ Important: Ensure every required signer has a designated signature field — otherwise, they will not be able to complete the document.

Step 4: Final Review & Send

  • Click "Preview" to see exactly what the recipient will experience.

  • When ready, click "Send".

    • The offer status will immediately update to “Sent”


đź“Ą After the Offer is Sent

  • The candidate receives two emails:

    1. From your company (custom email template)

    2. From Dropbox Sign prompting them to sign the document

  • Internal signers (if applicable) will also be notified to sign in the correct sequence

Once All Signatures Are Collected:

  • You will receive a notification via email

  • Offer status will automatically update to “Signed”

  • The signed PDF will be:

    • Stored on the candidate’s profile under the "Offers" tab

    • Downloadable by admins and relevant hiring stakeholders.

🧠 Best Practices & Tips

  • 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, ensure signing order and email templates are pre-configured.

  • Archive outdated templates to reduce errors.