Once you've found the right candidate, seal the deal by sending them an offer letter to sign and accept the job.
Workable offer letters are set up through the use of Templates. With our HelloSign integration, get candidate e-signatures and offer details streamlined and stored on candidates' profiles.
An offer template will consist of:
- an offer document; a custom file created by you, which has ‘fill-in-blank’ fields or “variables”
- an offer email; a customizable email message that will be used when sending the offer document to a candidate
- with an Advanced Annual plan, an optional approval workflow to get offer approval from internal stakeholders
Think of each offer template as an archetype for the hiring your organization does. Instead of adding a new offer template for every single job, create documents that can be used for certain types or levels of job.
Adding and managing offer templates
Set up different offer letter templates to ensure that prospective hires get the right offer. For example, a 'Sales department' offer letter might use a template that mentions commission and bonus rates. Or, a template for interns might include different compensation style and benefits than the one for full-time employees.
To start, click your user icon in the upper right of Workable and navigate to Settings and then Templates. Scroll down to the Offer Templates section. Click Add a new template to set up your own customized template(s).
Your account comes with a default template to get started. Any offer template that gets added to the account can be edited, cloned or deleted.
Note: Users of the Advanced Annual plan can also organize their offer templates by department and/or location and set approval workflows where the candidate will only be contacted after all approval groups have reviewed and confirmed the offer details.
Creating an offer document
An offer document is a .docx file that you’ll upload to Workable. An offer document must always be included in an offer letter and is what the candidate actually signs to accept your job offer.
This file should be written by the recruitment/HR team or key stakeholders for jobs.
Check out this document template for ideas on where to start and how to format your document.
Start creating the offer document outside Workable on your regular text editor (eg. Word or Pages). Your offer document can contain ‘variables’. These are ‘fill-in-the-blank’ spots where you’ll add information for each specific offer you send out. Each time you send this template to a candidate you will be prompted to fill in the variables with the offer details.
We’ve created a list of common variables that you can use. When writing your offer document in a word processor, include variables in square brackets, e.g.: [salary].
|[direct_manager]||Short text||Direct Manager|
|[paid_time_off]||Numeric||Paid Time Off|
|[offer_expiration_date]||Numeric||Offer Expiration Date|
|[job_responsibilities]||Bullet list||Job Responsibilities|
|[other_notes]||Long text||Other Notes|
|[sender_name]||Short text||Sender Name|
|[candidate_signature] *1||Signature||Candidate Signature|
|[company_signature] *2||Signature||Company Signature|
1 The [candidate_signature] variable can be used more one time, but it must always be included in your offer document at least once.
2 A [company_signature] variable is available with an Advanced Annual plan and can be included more than one time if needed.
In case one or more of the common variables are not included in your file, you still have the option to fill them out when creating an offer, but the candidate will not see the details. That information is only logged for your internal reference on the candidate’s profile.
If you want to add your own custom variables to a document, include text in brackets with the desired variable name, e.g. [hours_in_office], [department]. You must use the Latin alphabet and the variable cannot include any spaces. With the Workable Advanced Annual plan, accounts can have custom variables added which will appear in the list of common variables for external or internal use.
Here’s an example of how you might write a line in your offer document: “Your salary will be [salary]. You will be expected to be in the office between the hours of [hours_in_office].”
Once you've created your offer document, save it as a .docx file on your device ready to be uploaded to one of your offer templates in Workable.
Uploading the offer document
Navigate to the Templates section from the settings menu. Find the template you want to add the document to and click Edit to upload the document in the relevant section within that template.
Once the uploading is complete, you will see a preview of the document. Scroll all the way to the end of the Template and to Save template.
Changing the offer document
To make changes to the text of an offer document after uploading it, create a new .docx file or edit the original file outside of Workable. When your changes are ready, upload the revised document to the offer template in Workable. Click the trash can icon to the right of the current .docx file to remove it. You will then be able to upload your replacement file.
Adjusting signature settings
If you wish to have each page of the offer letter document signed by all signers - for example the candidate and the internal signer - you can adjust this option right below the document uploader. Set the switch to ON and save your changes at the bottom of the page.
This setting applies both for candidate and company signature (for Advanced Annual accounts that use the company signature variable). If you update the setting in existing templates, the change will apply to any new offer letters that are sent with that template. Offer letters already sent to candidates will not be affected.
Uploading other documents
If there are other documents that you'd to like to have the candidate sign when sending an offer, they can be added to the Other Documents tab, customizable when editing an offer template. Follow the same rules that you would when upload the main offer document. At a minimum, additional documents must:
- Be uploaded as a .docx file
- Contain the "[candidate_signature]" variable
Add up to 5 other signed documents to an offer template.
Examples of other documents could include: an NDA; a bonus agreement; a relocation agreement.
All documents sent to a candidate with the offer template must be signed for the candidate to successfully accept the offer. The candidate cannot sign only the offer and not the other documents.
Preparing the offer email
When it’s time to send an offer to a candidate, the signable document will be sent in an ‘offer email’. This email is a custom part of a template and can always be customized further just before an offer is sent to a candidate.
Customize the email as needed, but it must contain the ‘document link’ placeholder. Placeholders are automatically filled in with the relevant details when you send an email.
The candidate will need to click the document link to view and sign the completed offer document via HelloSign. Add the document link placeholder (or other placeholders) by clicking the [*] icon in the formatting toolbar.
Use the offer email to introduce your prospective colleague to the company. Use this email to attach documents about your organization's culture, facilities or any other information about the position you're offering. Learn more about sending an offer letter.