DocumentationHiring and offers

Offer templates

Write reusable offer letters in a simple template language, insert each candidate’s details with variables, and preview them before anyone sends an offer.

An offer template is a reusable offer letter. HR and admins manage them under Templates → Offer letters; the page is titled Offer templates. Starting an offer copies the template’s text into it, so editing a template never changes an offer that was already sent.

Create a template

Choose New offer template. Under Start from a sample, pick the letter closest to the role, or Blank template. The editor below fills with that text; the standard letter is chosen unless you pick another.
Fill in Template name (required), Offer title (required) — a single line — and Offer text (required), the letter itself.
Use the Insert a variable buttons to add a candidate’s details where the cursor is.
Keep Active — available when preparing new offers ticked and choose Create template. Later changes are saved with Save template.

The sample letters are starting points, not legal advice

They were not written for any particular country or state. Have the wording you will use reviewed for your own jurisdiction before you send the first real offer, and fill in or remove every part in [square brackets] — such as working hours or an end date — which is otherwise printed exactly as typed.

Sample letters

Sample offer letters
Sample	Use it for
Standard offer letter	A short, general letter for most roles.
Full-time permanent employee	A fuller letter: conditions, working hours, pay, holidays, probation and next steps.
Part-time employee	Fewer hours than full time; pay and holidays pro rata.
Fixed-term contract	A set period or project, with the end date and the reason.
Internship or graduate programme	Programme dates, a mentor, learning goals and what happens at the end.
Senior or leadership hire	Responsibilities, the team, the first months, and room for bonus and notice terms.
Shift-based role	Contracted hours and shift pattern, with the hourly rate written in the letter.

Every sample ends with “Kind regards,” and your organization’s name; your signatory’s signature, name and title follow from Settings. Each card shows when to use the sample, its sections, how it opens and how many parts are in brackets. Choosing another sample replaces the text in the editor, so pick one before you start editing. The offer amount is always shown to the candidate as an Annual base salary; for an hourly role, enter the annual equivalent on the offer and state the hourly rate in the letter, as the shift-based sample does.

Duplicate a template

To make a variant of a template you already use — for another country, team or type of role — choose Duplicate next to it in the list or on its page. The copy is called “Copy of …”, is active and opens straight away: give it its own name and adjust the text. The original stays as it was.

Writing the letter

Letters are plain text with a few simple marks. HTML is not supported — anything that looks like HTML is printed as text — and there are no links, images, logos, tables or colours. The PDF prints your organization’s name at the top of each page.

Template language
You write	You get
A blank line	A new paragraph
A single line break	A line break inside the paragraph
`# Heading`	A heading (## for a smaller one)
`- item`	A bullet list (* item works too)
`1. item`	A numbered list
`bold`	Bold text (italic for italics)
`{{ variable.name }}`	A value from the new hire or the offer
`\* \{ \#`	The character itself

Mistakes such as an unknown variable or an unclosed {{ are shown with their line and column while you type, and again when you save.

Variables

Offer letter variables
Variable	Inserts
`candidate.fullName`	Legal first and last name
`candidate.firstName`	Preferred name if set, otherwise first name
`job.title`	Job title
`department.name`	Department
`location.name`	Location
`manager.fullName`	The assigned manager
`startDate`	Start date, in your organization’s date format
`probation.endDate`	Probation end date
`compensation.amount`	The amount entered on the offer
`compensation.currency`	The currency code entered on the offer
`organization.name`	Your organization’s name

Preview

The editor shows a live preview. Under Preview with, choose Sample data or one of your recently added new hires, and enter a test Compensation amount (preview only) and Currency — nothing is saved or sent. A value that is not set shows as a highlighted placeholder such as [Department not set].

An offer cannot be sent while any value it uses is missing. Fill in the new hire’s record, or remove that line from their offer before sending.

Changing and retiring templates

Editing a template only affects offers started afterwards. Drafts keep their own copy; sent offers never change.
Templates are never deleted. Untick Active — available when preparing new offers to stop offering one.
Template changes are recorded in the audit trail, with the names of the fields changed.

Good to know

You can write letters in any language. The candidate portal, the acceptance wording and emails are in English.
Dates and amounts follow your organization’s date and number format; currencies print as three-letter codes such as USD or EUR.
The salary is entered as an Annual base salary, and the candidate’s offer page always shows it under that name.