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Offer Letters

An Offer Letter is the formal offer you send to the candidate you've chosen. BusinessHRM lets you build the offer (with salary, expiry date and an optional salary structure), send it to the candidate to accept or decline online, and — once they accept — create their employee record in one step. This article covers creating and sending offers, the candidate's accept/decline experience, and turning an accepted offer into an employee.

Where to find itRecruitment›Offer Letters

The page lives at /account/job-offer-letter.

Permission: You need View Offer Letter to open the page, Add Offer Letter to create one, Edit / Delete Offer Letter to change or remove offers, and Add Employees to create an employee from an accepted offer.

Creating an offer letter

You can start from the Offer Letters page, or from a candidate card on the Job Applications board (drag a card into a hired column).

  1. Open Recruit → Offer Letters and click Add Offer Letter (or use the Send Offer Letter action on an applicant).
  2. Complete the Job offer details form (fields below).
  3. Choose how to save (see "Sending an offer" below).

Offer letter fields

Field Meaning Required
Job The job the offer is for. Selecting it loads its applicants and currency. Yes
Job Applicant The candidate receiving the offer. Yes
Offer Expiry The date the offer expires. Defaults to 7 days from today; after this it's marked Expired. Yes
Expected Joining Date When you expect the candidate to start. Yes
Salary The compensation amount, shown in the job's currency. No
Pay According The pay period (per hour / day / week / month / year), inherited from the job. Yes
Signature Required Tick to require the candidate to draw a signature when accepting. No
Add Salary Structure (If Payroll is enabled) Build a full salary breakdown with basic, earnings and deductions instead of a single figure. No
Description The body of the offer letter (rich text). No
Add Files Attach files to the offer (up to 10 files). No
Additional Questions (If configured) Screening questions the candidate answers when accepting. No

Note: If the Payroll module is active you can tick Add Salary Structure to define an annual salary, a basic component (fixed or percentage), and selectable earning and deduction components. BusinessHRM calculates the gross and net for you.

Sending an offer

The save button on the offer form is a dropdown:

  • Save — saves the offer with status Pending without emailing the candidate.
  • Save & Send — saves the offer and emails it to the candidate immediately.

You can also send (or re-send) a saved offer later from the Offer Letters list using the Send Offer row action. Either way, the candidate receives an email with a private link to view and respond to the offer online.

Offer letter statuses

Status Meaning
Draft Saved but not yet sent.
Pending Sent and awaiting the candidate's response.
Accepted The candidate accepted.
Declined The candidate declined.
Withdrawn You withdrew the offer.
Expired The offer expiry date has passed.

Change a status manually from the list (per row or via Quick Actions → Change Status), or Withdraw a pending/draft offer with the Withdraw row action.

How the candidate responds

The candidate opens the secure link from their email and sees the offer letter, salary, attachments and the joining date. They can then:

  • Accept — they answer any additional questions, draw a signature if one was required, and submit. The acceptance date and their IP are recorded, the status becomes Accepted, and you're notified.
  • Decline — they enter a reason and submit. The status becomes Declined, the reason is saved, and you're notified.

Tip: Only tick Signature Required if you need a signed acceptance — the candidate must draw a signature on screen before they can accept.

Viewing an offer

Open an offer to see its detail page, which has tabs for the Offer Letter content, the candidate's Custom answers to additional questions, and a History of changes. You can also download the offer as a PDF.

Creating an employee from an accepted offer

Once an offer is Accepted, you can turn the candidate into an employee without re-typing everything.

  1. On the Offer Letters list, find the accepted offer and choose Create Employee (shown only for accepted offers that don't yet have an employee).
  2. Review the Add Employee form — much of it is pre-filled from the candidate and the job:
Field Notes
Employee ID Defaults to the next available ID.
Employee Name Pre-filled from the candidate.
Employee Email Pre-filled from the candidate.
Password Set a login password, or use Generate Random Password.
Designation Pick one, or add a new designation inline.
Department Defaults to the job's department.
Country / Mobile Mobile is pre-filled from the candidate.
Joining Date Defaults to today.
Reporting To The new employee's manager.
  1. Click Save.

BusinessHRM creates the login, the user, and the employee profile (with department, designation and reporting line), assigns the employee role, and links the new employee back to the offer.

Important: Creating an employee sends a welcome email, so SMTP must be configured for your company. If you see an SMTP error, set up email under Settings → Notification Settings and try again.

Permission: This step requires the Add Employees permission.