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Creating and Using Offer Letter Templates
Creating and Using Offer Letter Templates

Create multiple offer letter and offer email templates in Pinpoint to customise your offer process.

Edd Slaney avatar
Written by Edd Slaney
Updated over a week ago

Pinpoint's Offer system can accommodate multiple offer letter and offer email templates, to help standardise your offer process across your Pinpoint roles.

You can pick an Offer Template to use when making the offer to a candidate who resides in an Offer stage of a hiring workflow stage in Pinpoint.

Offer letter templates can be created in Pinpoint, or you can upload your offer document templates in the .docx format and have Pinpoint populate the critical details before the offer is sent.

This guide is split into 4 parts

Creating an Offer Template, with Pinpoint-created Offer Letter

Step 1

Navigate to the Templates area of Pinpoint under the Settings title from Pinpoint's left and menu. From here, choose the Offer Templates page. To make sure all your existing job-by-job offer letters from the first version of this feature aren't lost, we have created each job's offer letter as a template already.

Step 2

Click Create New to open the New Offer page. Give the Offer a title and select the Create in Pinpoint option (more on the .docx upload further down this help guide). Complete the rest of the details on the page as necessary.

Step 3

Use the tabs at the top of the page to create both the offer letter and the email that accompanies the letter to the candidate.

When sending an offer, you can add data that varies from candidate-to-candidate and job-to-job, such as Days Off or the Salary being offered by clicking on the Insert Variable. You can also use variables from your Custom Fields here, which you may want to use for details we don't include in the Pinpoint offer system as standard, such as Bonus or LTIP payments.

Step 4. Once you are happy with the details of the letter and email, you can click the Save button at the bottom.

Creating an Offer Template, using an offer letter created externally (.docx)

Pinpoint can import an offer letter template in the .docx, and populate it with the details of an offer at the moment it's sent to a candidate. This allows you significantly more flexibility to customise the formatting of the offer letter.

In your offer letter, you add placeholders into the document where you want to have Pinpoint add the data.

Step 1

While creating an offer template, select the Upload Custom Template option and choose the Save button

Step 2

Navigate to the Letter tab at the top of the page. Below the space to upload the document you will find a list of the variables available to use and these will include key details about the job, offer, candidate and other custom fields.

Step 3

Copy these placeholders in your word document exactly as they appear, between double curly braces {{ like_this }}. You can press the copy button next to any variable to copy it to the clipboard. Paste these into your document where you want the data to appear.

Step 4

Once you have added the placeholders into your letter document, save it and then upload it in the space at the top of the Offer Letter page. Press the Save button and the letter is ready to use.

How do I enable offer management for my jobs?

To use the offer system, your job's hiring workflow must contain an Offer stage, which you can add to your Hiring Workflow templates in the Settings > Templates section of Pinpoint to use the next time you create a new job. You can also add an offer stage to any live job by navigating to the job's overview page and clicking on the Edit > Edit Stages button at the top of a job's overview page.

Any candidate in that stage will have an Offers tab in their candidate profile, where you'll be able to make and keep track of offers made to them.

How do I make an offer to a candidate using these templates?

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