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 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 because it's very similar.
The difference between a "Signing" template and "Offer Letter" template
These templates are very similar, but since the candidate does not yet have an employee profile, Humi cannot auto-populate any employee-specific information. Your company information will continue to auto-populate, but if you add fields that require employee-specific information, you'll need to manually complete those fields before sending the offer letter.
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.
How to set up an "Offer Letter" template
Documents > Click "+ Add Document" button > Select "Offer Letter Template"> Upload 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
1. In "Documents," click the "+ Document" button on the top right corner.
2. Select "Offer Letter Template."
3. Upload your offer letter.
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 an in-depth step-by-step guide on how to format your document, click here.
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.
Finally, you can add document "tags" for ease of search in the future.
4. After clicking the "Create" button, Humi will direct you to the "Template Editor." Click the "Got it" button to get started.
Drag and drop the fields you need onto the document from the toolbar on the left. You'll see a few options on the right side menu when each field is selected.
You can add different fields depending on the "Signer" selected. By default, the signer will be set to "Candidate." When you add fields, they'll be blue, and the candidate will be required to fill them in.
Click on the "Signer" field and pick "Sender" from the dropdown. In the "sender" profile, you can only add the "textbox" field, which will appear pink. Drag and drop the "textbox" field onto the document, then from the "What text goes here?" header, select the information you want to populate in the field.
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.
5. Once you've added all the fields you need, click the continue button in the top right corner.
6. The "Offer Letter" template is now created, and you'll be directed to the "Document page." If you want to, you can send the offer letter from here by clicking on the "Send to Candidate" button in the top right corner to send the offer letter, or you can do it later.
There are a few ways to send an offer letter; click here to learn more.