Create and manage applicant offer letters that have been sent to your candidates if you need to send, check the status, or rescind an offer letter. 

Offer Letter List Page

Add New Offer Letter button - The 'Add New Offer Letter' allows you to send the candidate a new offer letter. Refer to the following dedicated article for the steps to send a new offer letter. This button will be grayed out if there is an active offer letter as there can only be one active letter at a time. 

Once an offer letter has been created for a candidate, a list of their offer letters will display in a table with the following columns:

Created Date

Date offer letter was originally created

Created By

User who created offer letter

Title

Offer letter title entered on the Letter page of the setup wizard

Status

Statuses of an offer letter are as follows:

• Active
• Pending Approval
• Accepted
• Rescinded

Actions

Clicking the "..." button shows a menu of available actions:

• View Email - Displays a preview of the email sent to the candidate.
• View Offer Letter - Displays a preview of the offer letter.
• View Approval Process - Displays a visual representation of the offer letter approval workflow if enabled.
• View Offer Response - Displays a PDF that shows the offer letter with e-signatures and comments.
• Copy Offer Letter - If an offer was rescinded or rejected due to the offer letter approval process or by the candidate, the 'Copy Offer Letter' option will be available to copy the offer letter and perform minor adjustments as needed to resend the offer letter.
• Rescind - Rescind should be used if an offer to the candidate needs to be canceled or edited after it has been sent. Once an offer letter has been sent to a candidate, it cannot be edited. It must be first rescinded and a new offer letter including the desired changes created. Only one offer letter can be active for any one candidate

Preview of Actions

View Email

"View Email" allows you to see the email that was sent with the offer letter.

View Offer Letter

"View Letter" opens a new browser window/tab to view the offer letter that was sent to the candidate.

View Approval Process

"View Approval Process" allows you to review the progress of the offer letter approval. After a level of the approval process has been completed, the name of the user who approved it and a date and time stamp of when it was approved (or rejected) will display.

If an approval notification needs to be resent to a single approver, simply click the name of the approver or the mail icon to resend the approver emails to all approvers at that level. This is the only page where a notification can be sent to a backup approver(s).

View Offer Response

"View Offer Response" opens a new browser window/tab to view the offer letter that was sent to the candidate, the comment(s) provided by the candidate, and the date/time of the candidate's response. 

Copy Offer Letter

'Copy Offer Letter' is only available if an offer was rescinded or rejected due to the offer letter approval process or by the candidate. This allows the user the opportunity to make quick adjustments to the previous offer letter such as an updated pay rate or additional information. 

Copying an offer letter is similar to the process of creating an offer letter, but some information will be carried from the previous offer letter.

Rescind

An offer letter can be rescinded from this page if the candidate is no longer being considered or if the offer letter needs to be corrected. When an offer letter has been rescinded, an email will be sent to the offer letter creator.

An email template can be selected when rescinding an offer to provide explanation as to why an offer letter is withdrawn. For example, an email template could be created if a candidate fails to pass a background or drug screen and the offer is contingent on them passing.

If the offer letter has been rescinded, the option to copy the offer letter will be available  to perform any necessary updates and resend the offer letter.