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Send Offer Letters Through Hire

This guide explains how to send Offer Letters to candidates in Hire before they are onboarded.

What's covered in this guide?:

This feature is available for users who have enabled Workforce HR.

Enable Offer Letters in Hire

To enable Hire for your organisation:

  1. Ensure HR is turned on for your organisation

  2. Navigate to Hire > Job Ad Defaults > Stages

  3. Open the Offered stage

  4. Check Send documents and contracts

  5. Save your changes

Note: This setting applies to all new jobs by default. It can also be configured on a per-job basis.

Send an Offer Letter from Hire

Offer Letters are sent when transitioning a candidate to the Offered stage.

Step 1: Move the candidate to Offered

  1. Open a candidate application in Hire

  2. Change the stage to Offered

The candidate is moved to Offered immediately. A modal will then appear asking whether you want to send an Offer Letter.

  • Skip for now – moves the candidate to Offered without sending an Offer Letter

  • Continue to Offer Letter – opens the Offer Letter workflow

Step 2: Review and prepare the Offer Letter

  1. Complete the first page with the candidate's employment details (pay, position, start date, etc.)

  2. Continue to the Offer Letter review page

  3. Fill in any required fields

  4. Review attached documents

Step 3: Send the Offer Letter

  1. Click Send Offer Letter

  2. An email is sent to the candidate with the Offer Letter attached

Once sent, the Offer Letter status is visible on the candidate profile.

Candidate Experience

What the candidate sees after the Offer Letter is sent.

  • Candidate receives an email with a Sign Offer Letter button

  • The link opens a standalone, mobile-friendly signing page

  • Candidate can review and sign the Offer Letter

  • A confirmation page is shown after signing

Note: The Offer Letter signing URL remains active for 30 days. If an offer is withdrawn before signing, the link will stop working and the candidate will be notified by email.

Monitor Offer Letter Status

You can track the Offer Letter status directly on the candidate profile in Hire.

Once signed:

  • The signed Offer Letter is saved against the candidate record

  • When you begin onboarding, the employment details you entered during the Offer Letter flow are pre-filled — no need to enter them again

  • Onboarding must be initiated separately as an explicit step in Hire

FAQs and Troubleshooting

Can I send an Offer Letter without onboarding the candidate?

Yes. Offer Letters are sent prior to onboarding and onboarding can be initiated later as a separate step.

What happens if I skip sending the Offer Letter?

The candidate is moved to Offered, but no Offer Letter is sent. To send one afterwards, move the candidate back to a previous stage, then forward to Offered again — this will re-prompt the Offer Letter modal.

Can candidates sign on mobile?

Yes. The Offer Letter signing page is fully mobile-friendly.

How long does the Offer Letter link remain active?

Currently 30 days, subject to change.

Can you attach documents to Offer Letters

Yes, additional documents can be attached and are included as PDF attachments in the email sent to the candidate. These documents are for the candidate to read — only the Offer Letter itself can be signed online.

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