Send an Offer Letter

Candidate profile

To send an offer letter to a candidate, navigate the Hiring tab to select the specific job opening. Click on the candidate's name to be taken to their profile. Under the status list, select Create Offer Letter.

You can grant a user access to Send and Manage Offer Letters when creating a custom access level. You can find this setting under Hiring in the "What can People with this Access Level do?" section. This access needs to couple with one of the following:

1) To grant a user access to send Offer Letters, you will need to grant them access to Manage Job Openings and Candidates. You can find this setting under Hiring in the "What can People with this Access Level do?" section when creating a custom access level.

2) To grant a user access to create Offer Letter templates, you will need to grant them access to Hiring under the settings of "What can People with this Access Level do?" section when creating a custom access level.

You can learn more about creating a custom access level here.


Create an offer letter

Review the candidate's home email address to make sure it is correct before sending the offer letter. Select the offer template you would like to use.

Fill out the Job Info and Compensation details for the information to auto-populate in the offer letter. Do not forget to add any necessary company files.

The picture and contact information of the person listed in the Who to Contact field will be in the offer letter, which facilitates employee connection by connecting a face with a name. 

Once you complete reviewing the information, click Preview Offer & Send. If you are not ready to send it yet, you can save it as a draft. See below for more information.

The Offer tab

Once the offer letter sends, the Offer tab will appear on the candidate's profile, and you can track the status of the offer letter. Each part of the timeline will include the date and timestamp. Additionally, you can view the number of times the candidate has viewed the offer letter.

You can also view, revise, or cancel the offer when needed.

When the candidate signs the offer, the candidate's status changes to Offer Signed. You will no longer be able to cancel the offer at that point. The Cancel Offer link will change to See Signed Offer, which shows you a PDF version of the signed offer letter. A certificate will be in the PDF document that records the dates and times that documents were requested and signed, the name and email address of the requester/signer(s), and the IP address used for each action. The certificate will also assign the signed document a unique document ID.

Once the candidate has signed the offer letter, you will receive an email notification. You can then click Hire [candidate's name] to hire the candidate and start the onboarding experience in BambooHR. 

After hiring the candidate, their signed offer letter will automatically upload and share in the Resumes and Applications folder on the Documents tab in their employee profile.


Job listing

On the job listing page you will see a callout that lets you know if an offer letter was started or sent. If there is more than one offer out, you will be able to click View Offers and see a list of all the open offers. You will also see an icon next to any candidate who has either been sent an offer letter, or has a drafted offer letter saved.