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Manage Letters of Offer

Updated

Available for the following plans: Plus, Unlimited HR, Essentials, Engage, Elite, Unlimited HR+Payroll
Available for the following  HR Classic plans:  Platinum
Available for the following user access levels: Admin
Open Beta feature

Employment Hero has introduced the ability to create and manage offer letters in-app. This feature will allow you to create, send, and rescind a letter of offer.

Important

This feature is currently in beta-testing. To find out what beta-testing means, and learn how to switch this beta feature on, click on this link.

This article explains how to:

 


 

Create a Letter of Offer

Click here to view a step-by-step guide
  1. Log into Employment Hero.
  2. On the left-hand side menu. click on People.
  3. Click on Offers.
  4. Click on the + Create Offer button.
    click on the plus create offer button
  5. Under Add Candidate Details, add the following:
    • First name
    • Last name
    • Email address
    • Phone number
      add candidate details with continue button highlighted
  6. Click Save as a Draft or Continue.
  7. Under Add Offer Details, add the following:
    • Job title
    • Industry standard job title
    • Start date (optional)
    • End date (optional)
    • Offer expiry date (optional)
    • Location (optional)
    • Salary
    • Currency
    • Type
    • Probation period (months) (optional)
    • Conditions (optional)
    • Stock options (optional)
    • Bonus structure (optional)
    • Additional info (optional)
      add offer details with contune button highlighted
  8. Click Save as a Draft or Continue.
  9. Under the Select Offer Template subheading, click on Actions on the template you want to use.
    Select offer template with actions highlighted
  10. Click on Select from the drop-down menu.

  11. Here you will see your letter of offer with the input variables added.

    Important

    To edit the document

    • Click a pink bolded variable to change the value
    • Click '-' on a pink box to remove an optional clause
    • Purple variables will be automatically populated with existing information
  12. Once you are happy with your letter of offer, click on Continue or Save as a Draft.
    Letter of offer with variables with continue button highlighted
  13. At the final step, you can preview your letter of offer, download it as a PDF, or send to the candidate by clicking the Send to the Candidate button in the bottom right-hand side of the screen.
  14. If you send the letter of offer to the candidate, you will see a pop-up to confirm the send. Click on the Send button.
    are you sure you want to send this letter of offer

Helpful Hint

Once your letter of offer has been sent, the candidate will receive an email containing the letter of offer.

Revise and resend a Letter of Offer

If the candidate requests a revision to the letter of offer, then a Revise option will appear on your Employment Hero account.

Click here to view a step-by-step guide
  1. Log into Employment Hero.
  2. On the left-hand side menu. click on People.
  3. Click on Offers.
  4. If a candidate has requested a review, you will see an Action Required tag. action required on offer and candidate.png
  5. On the offer you wish to revise, click on View. click on view for the offer action required.png
  6. You will see the Letter of Offer versions at the bottom of the page. 
  7. Click on the one you want to read.
  8. Here you will see the comments the candidate has made. read the comment on the offer.png
  9. If you want to revise your Letter of Offer, click back to the previous screen and click on the Revise button. Click on revise.png

  10. Work back through the letter of offer, where you will see your letter of offer with the input variables added. You can made edits to the offer here

    Important

    To edit the document

    • Click a pink bolded variable to change the value
    • Click '-' on a pink box to remove an optional clause
    • Purple variables will be automatically populated with existing information
  11. Once you are happy with your letter of offer, click on Continue.
  12. Click on Save as a Draft or Send to Candidate.

Rescind a Letter of Offer

Click here to view a step-by-step guide
  1. Log into Employment Hero.
  2. On the left-hand side menu. click on People.
  3. Click on Offers.
  4. If a candidate has asked for a review, you will see an 
  5. On the offer you wish to revise, click on View.
    view existing offer with view highlighted
  6. Click on Rescind.
    rescind job offer
  7. On the confirmation pop-up, click on Rescind.
    rescind pop up to confirm

Send a Letter of Offer from the applicant tracking system (ATS)

Click here to view a step-by-step guide
  1. Log into Employment Hero.
  2. Click on Recruitment.
  3. Click on Recruitment (again).
  4. Click on the Jobs tab. 
  5. Click on the job for which you want to create a letter of offer.
    click on the job for which you want to create a letter of offer
  6. Click on the candidate for which you want to create a letter of offer.
  7. Click on Offers.
    add letter of offer from ATS
  8. Click on Create Offer. 
  9. Under Add Candidate Details, add the following:
    • First name
    • Last name
    • Email address
    • Phone number
  10. Click Save as a Draft or Continue.
  11. Under Add Offer Details, add the following:
    • Job title
    • Industry standard job title
    • Start date (optional)
    • End date (optional)
    • Offer expiry date (optional)
    • Location (optional)
    • Salary
    • Currency
    • Type
    • Probation period (months) (optional)
    • Conditions (optional)
    • Stock options (optional)
    • Bonus structure (optional)
    • Additional info (optional)
  12. Click Save as a Draft or Continue.
  13. Under the Select Offer Template subheading, click on Actions on the template you want to use.
  14. Click on Select from the drop-down menu.

  15. Here you will see your letter of offer with the input variables added.

    Important

    To edit the document

    • Click a pink bolded variable to change the value
    • Click '-' on a pink box to remove an optional clause
    • Purple variables will be automatically populated with existing information
    • Once you are happy with your letter of offer, click on Continue or Save as a Draft.
  16. At the final step, you can preview your letter of offer, download it as a PDF, or send to the candidate by clicking the Send to the Candidate button in the bottom right-hand side of the screen.If you send the letter of offer to the candidate, you will see a pop-up to confirm the send.
  17. Click on the Send button.
    are you sure you want to send this letter of offer

Helpful Hint

Once your letter of offer has been sent, the candidate will receive an email containing the letter of offer.

Send a reminder email of the Letter of Offer to the candidate

Click here for a step-by-step guide
  1. Log into Employment Hero.
  2. On the left-hand side navigation, click on Settings.
  3. In the Notifications tile, click on Organisation Emails. 
  4. Click on People.
  5. Click on Offer Letters.
  6. Toggle the switch on (to the right). The toggle will appear purple when enabled. 
    toggle on offer letters in organisation emails 

Further information

Will candidates receive an email reminder?
Candidates will receive a reminder notification 3 days after the offer is sent and not actioned, and further reminders are triggered every 7 days after that up to 3 times.
Will HR admins receive an email reminder?
HR admins will receive a reminder notification 5 days after the offer is sent and not actioned, and further reminders are triggered every 7 days after that up to 3 times.
Can HR admins send manual reminders
HR admins can trigger manual reminders from the offer letter page.

If you are looking for further ideas, try our community.

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