Send an offer letter

An offer is a letter with the salary, the start date and your words, filled from a template. Sending it makes a private link you give the candidate. On that page they read the letter, download it as a PDF, and accept or decline.

Before you start

• You need See salary bands and offers, and to work the opening (a hiring manager or someone with Create openings, move candidates and hire).

Write your letter templates

1. Open Recruitment → Recruitment settings and open Offer letter templates.
2. Under New template, type a Name, pick the Letter language and write the Letter.
3. Use the merge fields the page lists: {candidate}, {job}, {company}, {salary}, {period}, {start}, {date} and {manager}. Each is filled for the candidate.
4. Select Save.

Steps

1. Open the candidate and go to Offer.
2. Fill in the Salary, Paid and Start date.
3. Pick the Template (or The standard letter) and the Letter language.
4. Select Draft the offer. The letter appears filled in.
5. Read the Letter and change the text if needed. To start again from the template, tick Fill the letter again from the template. Select Save.
6. Select Send the offer. The candidate moves to the Offer stage.
7. Copy The offer's private link at once and give it to the candidate by e-mail or chat. It is shown only this once.

What the candidate sees

The link opens a page with your organisation's name, the letter and Download the letter (PDF). The candidate types their full name in Type your full name to accept and selects Accept the offer, or selects Decline. They can answer once. The candidate's page then shows Accepted or Declined, with the name and the time, and the hiring managers get a notice.

Good to know

• Only people who may see salaries see the offer, its amount and its letter.
• To change a sent offer, select Withdraw the offer. The link stops working; draft and send again.
• Kluvan does not e-mail the link. You send it yourself. Keep it private: whoever has it can answer.
• A typed name is not a certified electronic signature. Kluvan keeps the name, the time and the letter accepted. A letter that claims more, for example "qualified electronic signature", is refused.
• The letter language is English, Arabic or Urdu. The PDF follows it, right to left for Arabic and Urdu.
• Signing through a provider is in early access: see Sign offer letters through a signing provider.
• An accepted offer shows on Today as waiting for Hire. Next: Hire a candidate into HR.