# How to Use Offer Letter Templates in SmoothHiring

SmoothHiring provides **Offer Letter Templates** that help you create professional, consistent offer letters for every candidate. Customize templates with your company's terms, branding, and merge fields to streamline the offer process and make a great impression on new hires.

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## Overview

![Offer letter templates](/files/flow-offer-letters213f66.png)

Offer letter templates allow you to:

- Maintain **consistent formatting** and language across all offers
- **Pre-populate** candidate and job details using merge fields
- Create templates for different **employment types** (full-time, part-time, contract, executive)
- Reduce **turnaround time** from interview to offer
- Integrate with **DocuSign** for electronic signatures

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## Accessing Offer Letter Templates

1. Navigate to **Settings** in the left sidebar.
2. Go to **Tools & Automation**.
3. Click on **Email Templates**.
4. Select the **Offer Letter** category.

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## Creating an Offer Letter Template

1. From the Offer Letter templates section, click **Create Template** or **Add New**.
2. Enter a **Template Name** (e.g., "Full-Time Offer Letter", "Contract Offer Letter").
3. Use the **Rich Text Editor** to compose your offer letter.
4. Insert **merge fields** for dynamic content (see below).
5. Format the letter with headings, bullet points, and professional styling.
6. Click **Save**.

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## Merge Fields

Merge fields automatically insert candidate and job-specific information into your offer letter. When the letter is generated for a specific candidate, these fields are replaced with actual data.

### Available Merge Fields

| Merge Field | Description |
|---|---|
| `{{candidate_name}}` | Candidate's full name |
| `{{candidate_first_name}}` | Candidate's first name |
| `{{candidate_last_name}}` | Candidate's last name |
| `{{job_title}}` | Title of the offered position |
| `{{department}}` | Department name |
| `{{start_date}}` | Proposed start date |
| `{{salary}}` | Base compensation amount |
| `{{company_name}}` | Your company name |
| `{{hiring_manager}}` | Hiring manager's name |
| `{{location}}` | Work location |

> **Tip:** Test your template by creating a draft offer letter for a test candidate. This helps you verify that all merge fields populate correctly and the formatting looks professional.

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## Template Structure

A professional offer letter typically includes:

### 1. Header

- Company letterhead / logo
- Date
- Candidate's name and address

### 2. Opening

- Congratulations and offer statement
- Job title and department

### 3. Compensation Details

- Base salary / hourly rate
- Pay frequency (bi-weekly, monthly, etc.)
- Signing bonus (if applicable)
- Equity / stock options (if applicable)
- Commission or bonus structure (if applicable)

### 4. Benefits Summary

- Health insurance overview
- Retirement plan details
- PTO policy
- Other benefits highlights

### 5. Employment Terms

- Employment type (at-will, contract, etc.)
- Start date
- Work schedule and location
- Reporting structure

### 6. Contingencies

- Background check requirements
- Reference check completion
- Drug screening (if applicable)
- Proof of work authorization

### 7. Acceptance

- Offer expiration date
- Signature lines for both parties
- Instructions for accepting or declining

### 8. Closing

- Excitement about the candidate joining
- Contact information for questions

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## Managing Multiple Templates

Create different templates for various scenarios:

| Template | Use Case |
|---|---|
| **Standard Full-Time** | Regular full-time employee offers |
| **Part-Time** | Part-time position offers with prorated benefits |
| **Contract / Temporary** | Fixed-term or contract positions |
| **Executive** | Senior leadership with equity, bonuses, and special terms |
| **Remote** | Remote positions with location-specific terms |
| **Internship** | Intern or co-op position offers |
| **Promotion** | Internal promotions with new title and compensation |

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## Using Templates When Making Offers

When you're ready to extend an offer:

1. Navigate to the candidate's profile.
2. Move the candidate to the **Offer** pipeline stage.
3. Click **Create Offer Letter**.
4. Select your desired **template** from the dropdown.
5. The template content is populated with merge fields replaced by the candidate's data.
6. Review and make any offer-specific edits.
7. Send for **e-signature** via DocuSign integration.

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## Best Practices

- **Keep it professional but warm** — The offer letter is often the candidate's first "official" document from your company
- **Be specific about compensation** — Ambiguity leads to confusion and potential disputes
- **Include an expiration date** — Typically 3–5 business days to create appropriate urgency
- **Reference the employee handbook** — Note that employment is subject to your company's policies
- **Have legal review** — Have an employment attorney review your template before first use
- **Update regularly** — Review templates annually for legal and policy changes

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## Related Pages

- [Offer Management](/help/interviews/offer-management) — The complete offer workflow
- [Onboarding](/help/interviews/onboarding) — Post-acceptance onboarding
- [Job Description Templates](/help/resources/job-description-templates) — Templates for job postings
- [Policy Templates](/help/resources/policy-templates) — HR policy templates
- [Integrations](/help/integrations-compliance/integrations) — DocuSign and other integrations