Introduction
When you're ready to make an offer, a plain document doesn't do the moment justice. Offer letters let you build a personalized web page asan offer — salary, start date, benefits, and your own branding — and send the candidate a link to it by email. You control who on your team can see the sensitive details, and you can update the offer after it's been sent.
Note: Offer letters are available on our Advance and Optimize plans. To create, edit, and send them, your hiring role needs the Manage offer letters permission.
Create an offer letter
Before you start, make sure the candidate is assigned to a job and has an email address on their profile. Without both, Recruitee shows a Can't prepare offer letter yet message instead of opening the editor.
Start a new offer
There are two ways to begin from the candidate's profile:
When the candidate is in a stage in the Offer category, an Offer letter card appears in the Overview tab. Click Prepare offer.
From anywhere on the profile, open the ⋯ menu in the top right and select Prepare offer letter.
Tip: The Offer letter card on the Overview tab is a prompt, not a requirement. You can dismiss it with the ×, and you can still start an offer from the ⋯ menu at any stage.
If the candidate is assigned to more than one job, Recruitee asks Which job is this offer letter for? Pick the job — all the details and placeholders in the offer will be based on it.
Pick a template
The Select offer letter template dialog opens with two tabs:
Themes — Recruitee's ready-made designs.
My templates — templates your team has saved.
Choose your starting point and click Use this template. You can change everything about it afterwards.
Fill in the offer details
The editor opens on the Personalization tab, with your content on the left and a live preview of the web page on the right. Each section has a toggle, so you can switch off anything you don't need.
Section | What it's for |
Page title | The name of the offer page, which is also the link title in the email |
Big welcome heading | A greeting in large, bold letters |
Intro | A short introduction to make the candidate feel wanted |
Role description | What the role is and what the candidate will do |
Salary | Value, currency, period, and an optional line below it |
Details | Start date, plus any extra fields like contract type or vacation days |
Benefits | The perks, each with a name and description |
Concluding text | Closing remarks — next steps, who to contact, how to accept |
Legal information disclaimer | Any fine print you need to include |
Tip: You don't have to call it an offer. The Page title accepts any name, such as "Letter of Intent" or "Preliminary Offer," which lets you share terms without sending something legally binding.
Note: If your company has multiple languages enabled under Settings > Company settings > Languages, a language dropdown appears next to the page title. Your choice sets the standard wording on the page and in the email — for example, the View details button. English, Dutch, German, French, Swedish, and Finnish are supported. If your company uses a single language, the offer uses it automatically and no dropdown appears.
Choose who can see the offer
Open the Visibility options tab and add the team members who need access. Only the people you add — plus account administrators — can see the offer's details and the email that goes with it. Everyone else with access to the candidate's profile sees the offer card and its status, but not the salary or content.
Write the email
Open the Email template tab and draft the message that carries the link to the offer page. You can:
Use placeholders like [candidate.first] in the subject and body to fill in details automatically.
Attach files to the email.
Under How would you like to proceed?, pick one:
Send it now — go ahead and send the offer straight away.
Save the offer as a draft — let other team members review it and leave feedback in the candidate's profile notes first.
Then click Finish & send to candidate or Save & close.
If you're sending, a Before you send… dialog appears so you can review the email one last time. Click Send to candidate to confirm. You'll see an Offer sent! confirmation, where you can also Save this offer as template.
Note: Candidates don't need a Recruitee account. They get an email with a direct link to their offer page and can open it straight away.
Design the offer page
Offer letters use the same editor as your CareersHub, so you have full control over how the page looks. Your offer page also inherits your careers site configuration — favicon, custom fonts, custom domain, and custom code.
On the Personalization tab, find the Web page design panel on the right.
Click Customize. The editor opens with a preview of the offer page and the customization options beside it.
Click Edit theme to change colors and fonts, personalize the navigation, and customize the footer. This is also where you change the logo, in the header or navigation section.
Below the theme, you'll find the sections that make up the page. You can add new sections, edit existing ones, reorder them, and add imagery.
Learn more about editing pages and themes, and about how the offer letter editor and the CareersHub editor are related.
Show benefits with your own icons or photos
The default Benefits section is text only. To present your perks visually instead:
Click Customize to open the design editor.
Click between two existing sections to add a new one, then choose the List section type.
For each benefit, upload your own icon, illustration, or photo.
Adjust the layout and styling to match your brand.
Back on the Personalization tab, toggle off the standard Benefits section so a text-only list doesn't appear as well.
Find, edit, and manage a sent offer
Every offer — draft or sent — appears as an Offer letter card in the Overview tab of the candidate's profile.
The card shows the delivery status, the salary, the start date, and the team members who can see it. Click Show details to expand any extra fields you added.
The status tells you where the offer stands:
Draft — Not sent to candidate
Sent, with the date it went out
Link deactivated, if the candidate can no longer open the page
Edit an offer that's already been sent
On the offer card, click Edit.
Make your changes and click Save & publish changes.
Recruitee asks Send update email? Choose Send an update email to the candidate if the terms changed, or Don't notify the candidate for a small fix like a typo.
Other actions
Open the ⋯ menu on the offer card:
Action | What it does |
Send again to candidate | Reopens the Before you send… dialog so you can review and resend. This also reactivates the link if it was deactivated. |
Save as template | Saves the offer's text and design for reuse |
Deactivate link | Stops the candidate opening the page, while keeping all details in Recruitee |
Reactivate link | Restores access using the same URL |
Delete | Removes the offer from Recruitee entirely |
You can also click Preview to open the offer page as the candidate sees it.
Important: Deleting an offer letter removes its details from Recruitee and breaks the candidate's link — they'll see a "Page not found" message. If you only want to stop the candidate viewing the page, use Deactivate link instead.
How long the link stays active
An offer link stays active until one of these happens:
The candidate's profile is deleted from Recruitee.
You deactivate the link yourself.
90 days pass since the offer was last sent, after which the link deactivates automatically.
You can reactivate a deactivated link at any time. Doing so starts a fresh 90 days.
Save and reuse offer letter templates
Templates let you reuse an offer's text and design — handy for setting up standards per role, department, or country, where benefits and legal disclaimers differ.
Save an offer as a template
You can do this from three places:
The Offer sent! confirmation screen, via Save this offer as template
The ⋯ menu on the offer card in the candidate's profile
The ⋯ menu inside the offer editor
Give the template a name and click Save as template.
Manage your templates
Go to Settings > Templates > Offer letters to see all your templates. From here you can:
Click + New template to build one from scratch.
Click Edit on any template to change its content or design.
Use the ⋯ menu to Duplicate or Delete a template.
Search by name when the list gets long.
Important: Deleting a template can't be undone.
Tip: Use placeholders like [candidate.first] in any text field of a template. They fill in the specific candidate's and job's details automatically when you use the template, which saves time and prevents mistakes.
FAQs
Does the candidate need a Recruitee account to view the offer?
Does the candidate need a Recruitee account to view the offer?
No. They receive an email with a direct link to their offer page and can open it without logging in.
Can candidates e-sign the offer?
Can candidates e-sign the offer?
No, the offer letter presents the offer but doesn't collect signatures. For that, use an e-signature integration from the Recruitee Marketplace — DocuSign, Dropbox Sign, or SignRequest — and send those documents separately.
Who can see that I've sent an offer, and who can see the details?
Who can see that I've sent an offer, and who can see the details?
Anyone with access to the candidate's profile can see the Offer letter card, its delivery status, and when it was sent, and can see who sent it in the Activity tab. Only the team members added to the offer's Visibility options — and account administrators — can see the salary, the benefits, and the content of all fields. The email itself follows the same rule: it only appears in the candidate's Messages tab for people who have visibility of the offer.
What if I made a mistake in an offer I've already sent?
What if I made a mistake in an offer I've already sent?
Click Edit on the offer card, make your corrections, and click Save & publish changes. Recruitee then asks whether to send an update email or to save the change quietly.
Can I hide the offer from the candidate but keep the details in Recruitee?
Can I hide the offer from the candidate but keep the details in Recruitee?
Yes. On the offer card, open the ⋯ menu and select Deactivate link. The candidate will see a "Page not found" message if they open the URL, but all the offer details stay in Recruitee. Select Reactivate link when you want to restore access — the URL stays the same.
What happens if I delete an offer letter?
What happens if I delete an offer letter?
The offer details are removed from Recruitee, and the candidate's link stops working. Deactivate the link instead if you want to keep the details.
Why can't I start an offer for this candidate?
Why can't I start an offer for this candidate?
The candidate needs to be assigned to a job and have an email address on their profile. Recruitee tells you which one is missing.
Can I attach files to the offer email?
Can I attach files to the offer email?
Yes. Add them on the Email template tab while you're drafting the message.