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Create and send offer via email

Included in:
  • SmartStart
  • SmartRecruit


SmartRecruiters' Offer workflow streamlines the process of creating personalized offers, requesting approvals, and conducting final reference and background checks.

Before you begin

To create an offer, you'll need a offer template:

Prepare the offer

  1. Navigate to the candidate's profile and click the Offer tab.Screen Shot 2017-03-02 at 2.14.32 PM.png
  2. Select an offer template.Screen Shot 2017-03-02 at 2.14.17 PM.png
  3. Click Preview to double-check the template and determine if you need to make edits for this particular candidate. PreviewOrDownloadOffer.pngOfferTemplatePreview.png
  4. If you do need to make edits,
    1. Click Download. 
    2. Make edits to the offer as necessary. Then, click Upload Custom Template.UploadCustomTemplate.png
    3. Choose the date format on the offer.DateFormatOfferTemplate.png
    4. Save the template. 

      Custom templates uploaded in this manner are available only on that candidate's profile. To make it available for other candidates, add it on the Offer Templates page of Settings / Admin.

  5. Fill out the offer's terms and details. Your company's candidate fields for this job may differ from this example.Screen Shot 2017-03-02 at 2.16.02 PM.png
  6. ​​​​​​Save and preview the offer, or edit it.Screen Shot 2017-03-02 at 2.23.23 PM.png

If your company has configured an assessment such as background or reference check for the Offer step in the job's hiring process, once you save the offer, SmartRecruiters will prompt you to send the check to the candidate.

Screen Shot 2017-03-02 at 2.22.30 PM.png

Send for approvals

If the offer requires approval, you'll need to send it for approval before you can send it to the candidate.Screen Shot 2017-03-02 at 4.06.24 PM.png

  1. Click Save to review the approvers, and add any necessary comments. Screen Shot 2017-03-02 at 2.39.12 PM.png
  2. Then, click Send for Approval.
  3. Approvers will receive an email with the offers details, and can approve or decline the offer from email, the Hiring app, or within SmartRecruiters.  Screen Shot 2017-04-24 at 1.47.41 PM.png

You can monitor the status of approvals from here on the Offer tab:

Screen Shot 2017-03-02 at 2.48.54 PM.png

Send offer

Once the offer is approved (or if your company does not require approvals), click Send via Email.


Choose an offer email template, or simply enter a new message. 

The offer email editor does allow you to add merge fields. Create a template to use merge fields.

Then, send it! When the candidate responds, mark the offer accepted or declined.

Screen Shot 2017-03-03 at 3.40.54 PM.png

Complete the hire

Once you mark the candidate as accepted, the offer will change to suit.

Screen Shot 2017-03-03 at 3.43.01 PM.png

Click Confirm Hiring to review the New Hire form. Fields that were included in the offer are not editable.

Screen Shot 2017-03-03 at 3.19.58 PM.png

Then, click Confirm Hiring again. You'll have the chance to mass-reject remaining candidates and unpost the job, or simply keep the job open.

Screen Shot 2017-03-03 at 3.20.10 PM.png