Offer Letters
Understanding and Creating Offer Letters
An offer letter is a formal document that officially extends a job offer to a candidate. It outlines the key terms of employment and serves as a formal agreement between the employer and the prospective employee. For HR managers in distributed workforces, this document is a crucial step in the hiring process, ensuring clarity and setting expectations from the start.
Key Components of an Offer Letter
Team Engine makes it easy to create a comprehensive offer letter by providing a template that will populate automatically with the following variables :
- Job Title: Clearly state the candidate's new job title. This defines their role within the company.
- Start Date and Location: Specify the exact date the employee is expected to begin work and their primary work location. This is especially important for dispersed roles where the job site may vary.
- Signature Lines: Our platform provides clear spaces for the candidate to sign and date the document using our secure e-signature functionality via text.
Team Engine also allows you to create your own details apply to that specific candidate
Our platform streamlines the entire offer process, making it simple to create, send, and track offer letters. Here’s how our system helps you manage it:
- Customizable Templates: Use our pre-built templates to quickly generate offer letters. You can customize the content to fit specific roles or company policies while ensuring a professional and consistent look.
- Automated Data Population: Our system automatically pulls information you've already entered—such as the candidate's name, job title, etc —and inserts it directly into the letter. This saves time and eliminates the risk of manual errors.
- Seamless E-signatures: Once you've created the document, you can send it to the candidate for an electronic signature via text. This is faster than traditional e-mail, and it creates a legally binding agreement instantly.
- Centralized Record-Keeping: All sent and signed offer letters are automatically stored within the candidate's profile, providing a single, organized location for all hiring documents.
Creating a New Offer Letter Template in Team Engine
In Onboarding Configuration, you are able to either modify our existing default template and/or add your own that is job or manager specific.
To add a new one, click on "Add template"
From here you can add in the template you'd like to use as well as any variables you want us to pre-populate from the applicants information at the time of offer letter creation.
Sending an offer letter
Once the candidate you want to send the offer letter to is in the "onboarding" status, you will select "Offer letter" from the "Send" drop down.
Applicant information will auto populate into the offer letter template you select. You will input any additional information needed.
At the end of the flow, you will be prompted to message the new hire the offer letter via text.
Once signed, the offer letter will be auto-saved to the new hire's documents tab and transition over to their employee profile.
Frequently Asked Quesrtions
Q: Is the offer letter supported in Spanish as well as English?
A: Yes, both the offer letter and the messaging to the applicant is fully billingual.
Q: If I have an existing offer letter template I use, can I import that into Team Engine?
A: Yes, you can create custom templates and input any of your existing offer letter's you have used in the past.