Offer Letter Template

If you plan to use ExponentHR to send offer letters electronically, enable the offer letter function. Otherwise, disable this feature. Please note: This particular function is specific to this template. It serves as an example of why you’ll need to have multiple templates.

Another example is employee types. The content of an offer to an hourly employee where you’re discussing their hourly rate will have different information than an offer letter to a salaried employee, where you’re giving them their annual rate of pay.

Enter the subject of your email in the Subject field. Below that, you’ll find deadlines where you can specify the offer expiration date. Reminders allow you to set timed, automatic internal notifications if you do not receive a response.

Future lessons will cover how to manage pending offer letters and if you need to resend the link or extend the deadline, things that will help track offer progress and responses.

You can insert any variable field into the body of the message by inserting a keyword, which are populated from an employee’s EAN. These may include an employee’s name, their job title, their supervisor’s information, their rate of pay, standard hours, their location, division, or department, depending on how you identify your business lines.

You can use the keywords link as you’re building the body of your offer letter to automatically pull in the desired fields, based on the eligibility of this template. Simply click Keyword, and then select from the available fields in the dropdown menu.

Onboarding Invitation Tutorial

If you have disabled the Offer Letter, then you can proceed directly to configuring your Onboarding Invitation Template. This notification serves as your welcome email.

Like the previous offer letter, you’ll begin by giving the template draft a subject. Then, select whether you want an internal reminder notification and the desired timing.

Keywords are also used in this letter template to populate variable fields from the EAN. For instance, the default template uses their first name, their job title, who their supervisor is, and when they start work. It also links them to the Onboarding Portal where they’ll create a user ID and password to access their onboarding content.

Don’t hesitate to customize these letters to highlight your brand, culture, benefits, and compensation packages. All of this is to make it a great experience for your candidates and one that will promote engagement with your company.