Setting up an "Offer Letter" template

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After reviewing numerous applicants, completing several interviews and moving candidates through your job funnels – you've found "the one" – the perfect candidate for your job posting. It's time to secure their place in your company and send them an offer letter!

Before you can send an offer letter to your candidate, you'll need to have at least one Offer Letter Template set up. If you've already set up a Signing Document Template, you'll be familiar with this process as it's very similar. 

Signing Template vs. Offer Letter Template

What’s the Difference?

With a Signing Template, the information included in the document is pulled from Humi automatically, so the assignees need to have an active Humi account for it to work.

An Offer Letter Template allows you to create defined areas in your offer letter for specific employee-related information that isn't currently in Humi. This is perfect for new hires who don't have an employee profile yet.

When you go to send the offer to a candidate, you can easily input their details. For example, if you add a "Salary" field to your offer letter, you'll be able to enter the salary amount when you select the template while sending the offer letter.

Keep in mind that all of your company information will auto-populate for both template types.



Quick Steps Summary

Documents > Click + Add Document button > Select Offer Letter Template > Upload a formatted document and add tags > Click Create > In the template editor, click Got it to get started > Add fields from the template editor toolbar > Click Continue > Send the offer letter using the Send to candidate button or send it at a later date.


How to set up an Offer Letter Template

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  1. In Documents, click the + Document button in the top right corner
  2. Select Offer Letter Template
  3. Upload your offer letter

    Formatting Matters

    Your offer letter document should be already formatted for use with the Template Editor. A formatted document should have blank spaces available where you require custom applicant information, dates, signatures, or initials. 

    For a step-by-step guide on how to format your document, click here. 

  4. In the Document Name field, we recommend naming the template after the job posting title. For example, we would call the offer letter template for a "web developer" job posting: "Web Developer - Offer Letter." This helps make finding the offer letter template you'll need when hiring candidates more accessible.

  5. You can choose to add Document Tags to make it easy to search for the template in the future.

  6. Lastly, select how many people will be required to sign the document. You can have up to three (3) co-signers, in addition to the candidate.
  7. When you’re ready, click the Create button, and Humi will direct you to the Template Editor. 


Step 2: Customize the Document

The next step is to add in any desired information that will auto-populate in your offer letter using the Template Editor.

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  1. In the Template Editor, click the Got it button to get started

  2. Use the Tool Bar on the left to drag and drop the fields you need onto the document. You'll see a few options on the right side menu when each field is selected.

    Learn to use the Template Editor

    There's a lot you can do to customize your templates using the template editor, so we recommend reviewing this guide to using the Template Editor to get the most out of it.

  3. Once you've added all the fields you need, click the Continue button in the top right corner.

  4. The Offer Letter Template will be saved and you'll be directed to the Document page.

  5. You can send the offer letter from here by clicking on the Send to Candidate button in the top right corner, or you can do it later.


How to Setup Default Cosigners

Once you’ve completed your Offer Letter Template, you’ll have the option to designate the default cosigner(s) for it. The cosigner(s) will be added automatically anytime this template is used to create an offer for a new candidate.

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  1. In Documents, select the Offer Letter Template you’d like to assign the default cosigner(s) to.
  2. Click the Default Cosigners button in the top-right corner.
  3. In the pop-up, use the dropdown menu to select the person(s) you’d like to designate as the default cosigner(s).
  4. (Optional) - Check the Assign Signing Order box to choose the order the cosigners will sign the offer. Then use the arrows on the left to order them accordingly.
  5. When you’re ready, click Save, and your default cosigner(s) will be ready to go!


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