Offer letters, approved before they are sent

How are offer letters created?

A company administrator writes offer templates in the built-in editor with merge fields, or imports a Word document to start from, and sets the company letterhead. A recruiter then raises a letter for a candidate on a requisition, fills the template’s fields and previews the PDF.

Before a letter is submitted, the platform raises advisory warnings: a blank field, a date that does not make sense, pay above the requisition budget in the same currency, another live offer for the candidate, or positions already filled. They are warnings for the recruiter, never blocks.

It is switched on for your workspace during onboarding.

How does the approval chain work?

A letter goes through one to three approval levels, set as a company default and overridable per requisition, and the chain is frozen when the letter is submitted. Each approval is tied to the exact content of the letter, so any edit means recalling it and approving it again.

• Who approves. Colleagues with pay visibility, or an external approver through a secure emailed link.
• Separation. The person who raised a letter cannot approve it, and one person decides at most one level.
• Rejections. A rejection needs a reason and returns the letter to draft.

How does a candidate accept?

The letter appears in the candidate’s portal with an email link. The candidate accepts by typing their name and confirming, and the time and the letter’s content fingerprint are recorded; or declines, with an optional reason. Acceptance updates the offer and the pipeline and opens the pre-onboarding checklist.

Recruiters can remind a candidate or withdraw a letter with a reason. A declined, withdrawn or lapsed letter changes no other decision about the candidate.

Frequently asked questions