How do I create an offer letter template?

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Before you start sending offers, make sure to customize your offer letter templates first!

 

Step 1: Create and customize your offer letter template(s)

Outside of Lever, boot up your favorite text editor — you'll need something that can save .docx files. In the text editor, write out your offer letter template.

As you’re doing so, refer to the handy list of template placeholders in your Offers settings. Integrating placeholders into your template will set you up for the offer creation process. During that process, when Lever detects a placeholder in your template, we will automatically populate the template with the corresponding information from the offer form that you've filled out.

Types of placeholders:

Predefined placeholders: These fields will turn into inputs that the Recruiter will complete when creating an offer letter. Several of these fields correlate with fields on the Offer form and will populate with the corresponding field value when an offer letter is generated.

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Custom placeholders: Like predefined placeholders, these fields will turn into inputs that the Recruiter will complete when creating an offer letter. Once the offer letter template is selected in the Offer flow, the user will be prompted to complete values for any Custom placeholders that exist in the template.

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Candidate placeholders: These fields will turn into inputs that the candidate will complete when signing an offer letter. If a dynamic placeholder is used, make sure to replace the label with your desired field name.

Multi-line Text input placeholder: You can make the Text input placeholder multiline on an offer letter by specifying the number of lines at the end of placeholder. For example {lever:text:label:5} will generate a text box with 5 lines of input. Additionally please keep in mind:

  • Text placeholders will always take up the full-width of the document.

  • Text length will be capped to the width of the document.

  • Text placeholders cannot exceed 200 lines

  • The number of lines assume a height of around 12-13px

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Field and formatting guidelines:

File size:

Although Lever allows you to upload templates that are up to 25MB in size, if you use DocuSign or Adobe Sign to send the offer itself, please be aware of our partners' recommendations and pricing plan requirements below.

 DocuSign (for an individual letter) (reference)

  1. Max: 25MB
  2. Recommended: 5MB (Docusign recommends this size because their email notification feature will not work for anything over 5MB)

Adobe Sign (reference)

  1. 5MB (free tier)
  2. 10MB (Individual, Team, Business)
  3. 10MB, adjustable (Enterprise)

E-signature integration:

  • If you use our DocuSign or Adobe Sign integrations, your offer letter template must have a candidate signature field to indicate where the candidate should sign. The placeholder is {candidate_signature}.
  • If you use Lever’s DocuSign integration, the color of the signature field text must be the same color as the offer letter’s background. So if your letter’s background is white, make the signature field text white, too!
  • DocuSign supports the following fonts: Arial, Arial Narrow, Calibri, Courier New, Garamond, Georgia, Helvetica, Lucida Console, Tahoma, Times New Roman, Trebuchet, Verdana, MS Gothic, and MS Mincho. The default fonts that come with Microsoft Word are also compatible.
  • If you copy and paste a placeholder from your Offers settings into a document opened in Microsoft Word, the pasted placeholder will not match your document's font and font color. Make sure to paste without formatting.

Sample template:

If you need a little inspiration, feel free to download our sample offer letter template HERE

 

Step 2: Upload your offer letter template(s)

Once your offer letter template is complete, jump over to your settings page and navigate to the Offers tab:

  1. Click on “New Template”.
  2. Upload your offer letter template in a .docx format.
  3. After uploading, you can preview the offer letter template, or delete it and upload a revised version.

Once you’re all set, keep your templates organized by grouping them together. Hold down your mouse-click as you click on the name of a template and drag and drop it to the appropriate group.

The dotted grid next to the template's name indicates that you've selected and can move the template.



To customize the group’s name, rename it by hovering over the name and clicking on the [...] menu.

Now you're ready to use your template to create an offer! Learn more about creating and sending an offer in this help article.

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