Offer Letter Workflow - Send to Candidate

The Send to Candidate column on the offer letter status type panel on the Applicant Profile > Statuses tab enables you to send the offer letter to the internal or external candidate. The options in this column only appear once the offer letter is in an Approved status.

Note: Offer letters that do not have an approval workflow are automatically approved as soon as they are successfully submitted.

Send Offer

To send an offer letter, click Send Offer. This opens the Send Offer pop-up, from which you can send the offer.

The following options and information appear in the Send Offer pop-up:

Offer Letter

A link to the offer letter displays in the Offer Letter section. Clicking the link opens the offer letter as a PDF. You can remove the offer letter from the Send Offer pop-up by clicking the Trash Can icon to the right of the offer letter title. If the offer letter is removed, the Add Offer Letter link appears. Click the link to add the same offer letter to the Send Offer pop-up.

Additional Attachments

Additional attachments can be added to the offer. To add attachments, click Browse. Search for the file, and then upload it to the Additional Attachments section. Attachments appear in order of most to least recently attached.

There is no limit to the number of attachments that can be added. The available file types are .doc, .docx, .pdf, and .txt. The maximum file size is 5MB.

Once an attachment is added, you can click the file name to view the attachment. You can remove an attachment by clicking the Trash Can icon to the right of the file name.

Note: Attachments only apply to the send method to which they are attached.

Send Methods

Offer letters can be sent to the My Profile page for external candidates, via email, or via paper mail. The Other tab enables you to record a date the offer is sent in the event that none of the other send methods are used. Offers can be sent via any or all of these methods.

Note: The Email send method is only available for candidates that have an email address in their user record or on their application.

Note: The offer letter content cannot be edited from the Send Offer pop-up.

Candidate's Acceptance or Denial of Offer

For detailed information about candidate responses to offer letters, see the Offer Letter Workflow - Candidate Response topic in Online Help.

View Details

After an offer has been sent to the candidate, you can view the offer by clicking View Details in the Send to Candidate column.

In addition, the column displays the date on which the offer was sent. Note: For the Paper Mail send option, entering a date in the Date Sent field on the Send Offer pop-up serves as sending the offer to the candidate.


  • If a newer version is sent to a candidate for acceptance and a response has not yet been received for the existing version, then the new version replaces the existing version on the candidate's My Profile page.
  • The same version of an offer letter can be resubmitted to a candidate multiple times.
  • All candidate responses are tracked, even if a new version of an offer letter is sent or the same version is resent.
  • All final versions of an offer letter are tracked, even if a new version of the offer letter is generated.