To send an offer letter, move the candidate to the Offer stage of the recruiting pipeline. On their Timeline toolbar, click the pen tip icon to select an offer template and get started.
Preparing the template
If there are multiple offer templates, you’ll be able to preview them and choose a specific template to continue with. Users of accounts with Hiring Plan will be asked to open or select a requisition before choosing a template.
Click View to preview the offer document or click on the template name to choose to proceed with a template.
Next, you’ll fill in the information fields contained in the offer such as salary, start date and direct manager. The required fields in this form are key items that are included in the offer documents that will be sent to the candidate.
Important: The candidate will no longer be able to sign the document after the Offer Expiration Date passes. You'll need to send another offer to the candidate if they need more time.
At the bottom of the form, you’ll find any remaining fields that are not included in the offer documents, but that can be filled out if you’d like to have the information for internal reference. The candidate will not see these details. Click Review offer to see what the candidate will receive.
Editing the offer email
Once you have prepared the template, you will see a preview of what the candidate will receive. The candidate will receive an email from you that contains a link to sign an offer based on what you prepared.
The subject line of the email will be “An offer from [company] for [job]” and cannot be changed. However, if you need to make changes to the content of the email, click Edit email.
Preview the documents that the candidate will sign. The preview will show all documents together. The candidate will need to sign all documents to accept the offer.
At this stage, you can still make changes to the offer document. Click Make changes to return to the previous step and adjust the fields you filled in earlier. If you’re ready to send the offer to the candidate click Send offer to candidate.
Note: Users of the Advanced Annual plan can set up approval workflows. If there is an approval workflow in place, the candidate will be contacted immediately when the offer is sent. With an approval workflow, the candidate will only be contacted after all approval groups have reviewed and confirmed the offer details.
When the offer letter is sent to the candidate, an 'Offer' section will be added to their profile including:
- The status of the offer, citing whether or not the candidate has accepted and signed
- The offer details that you inputted
- A link to download a PDF copy of the unsigned offer document, as well as individual links to download any additional signable documents included in the template
Receiving an offer as a candidate
When the candidate receives the email they can click on the included link to open the offer document in HelloSign. The transition is seamless - they won’t need to log in or follow special instructions.
Accepting the offer
The candidate will need to click on the document in HelloSign to provide their e-signature in one or more fields as prompted.
There are different options in HelloSign to make signing the offer quick and easy. The candidate can either sign separately in any field of the offer as required by the hiring team, or sign the document once and select to have the signature filled automatically in all pages and fields.
Alternatively, the candidate can sign all requested fields at once using their intials and edit their signature once at the end of the offer.
After the candidate confirms their signature:
- You’ll receive an email notification
- Their profile in Workable will be updated to 'Status: Offer accepted'
- The offer document in Workable will be updated to include the candidate’s signature and you can download the signed file by navigating to the Files tab at the top of the candidate’s timeline or from the offer details section
- The signed offer letter will be sent to the candidate as an email attachment (PDF document)
Declining the offer
If the candidate does not want to proceed with the position they can decline by clicking the three dots in the upper left corner of HelloSign. If the candidate chooses to do this:
- You’ll receive an email notification
- Their profile in Workable will be updated to 'Status: Offer declined'
- The candidate’s reason for declining will be added to their Timeline
Resending an offer letter
As long as the candidate has not signed the offer, you can send a revised offer letter to them. We recommend proactive communication with the candidate in these cases.
If you made an error in the unsigned offer, or if the offer expired, click the stamp icon to prepare a new letter. Once the new offer letter is sent, the previous letter will be become inactive and will be overwritten by the new one.
If the candidate has already signed the offer, contact Workable Support for further assistance.
It is not possibly to retract an offer once it is sent. If an offer is sent in error, follow up with the candidate via email or phone.