Offer letters

When you have chosen someone, prepare their offer in aironauts hire, have it approved if your company wants that, and send it. The candidate reads it on a private page in their own language, and either accepts and signs it, asks you something, or declines. Every step is recorded on the candidate.

Before your first offer

Go to SettingsOffer letters to set:

• Legal details and signatory: your legal name, registered address and registration number, and who signs on behalf of the company. They appear on the letter and the signed PDF.
• Days to answer: how long a candidate has before the offer expires. You can change it per offer.
• Offers need approval: when on, every offer goes to a named colleague before it can be sent.
• Templates: the standard letter, marked Standard, is always available. It cannot be changed itself: select Copy to start your own from it. Add your own wording with merge fields such as {{candidate.first_name}}, {{job.title}} or {{offer.salary}}; they are filled in for each offer, and a line whose fields are all empty is left out. Only the listed merge fields can be used: a template with any other {{…}} is not saved. Use as the default makes a template the one offers start from.

A letter for each job

A job can have its own offer letter. Open the job's interview setup (step 3 of the job form, or Interview setup on the job) and find Offer letter. It shows the letter the job's offers start from:

• Company default follows the company's default template, or the standard letter when there is none.
• Pick any of the company's templates to use it for this job only.
• Preview shows the letter with sample terms for the job.
• Write a letter for this job opens a new template in Settings, starting from the letter the job uses now and named after the job. When you save it, it becomes this job's letter.

Changing the job's letter needs permission to manage jobs; writing templates needs permission to change company settings. Deleting a template a job uses sends that job back to the company default.

Let ari write the template

Ask ari to "write an offer letter", or "write an offer letter for" a job. ari opens the template editor, asks what the letter should cover (the tone, probation, benefits, notice period, confidentiality, anything about the job) and drafts the letter in the job's language, or the company's, using only the real merge fields for every term. The preview shows it as a candidate would read it, and you can change anything before saving. Saving waits for you on a card in the chat, which says when the template will also become a job's letter. See ari as a guide and helper.

Make an offer

1. 1

   Step 1: Open the candidate

   Choose Make offer with the decisions at the top of the candidate, or in the Offer section further down. The offer opens in the side panel next to the candidate, like ari and the CV, under an Offer tab. Drag its edge to make it wider; you can switch to ari or the CV and come back without losing what you entered.

2. 2

   Step 2: Fill in the terms

   The job's letter is picked for you (the job's own, else the company default, else the standard letter); choose another if this candidate needs it. Then the salary, start date, location and any bonus, benefits or probation. The job's salary, location and employment type are filled in for you.

3. 3

   Step 3: Read the letter

   The letter updates as you change the terms. While it is untouched, the line under it reads Follows the template and terms. Edit the letter directly if this candidate needs different wording; Back to template undoes that. To change the wording for every future offer instead, select template in that line: the template the offer uses opens in Settings in a new tab.

4. 4

   Step 4: Approval, if needed

   Choose a colleague and Send for approval. They get a notification, read the offer and approve it or send it back with a note. Approvers do not need permission to hire: being asked is enough.

5. 5

   Step 5: Send

   Send to candidate emails them a private link, from the candidate's own email thread, and moves them to the job's Offer step.

The candidate's answer

The candidate sees the key terms, the full letter and three choices:

• Accept and sign: they type their full legal name and confirm it is their electronic signature. They move to Hired, and both sides get a signed PDF with a signature record: when it was sent, opened and signed, from which IP address and browser, and a fingerprint of the exact letter text.
• Discuss: they ask a question or ask about the salary or the start date. The offer stays open. Reply in the Offer section; your answer reaches them by email with a link back to their offer.
• Decline: they choose a reason and can add a note. Declining never rejects anyone: you decide what happens next.

Changing or stopping an offer

• Revise starts a new version from the current one. The candidate's old link then says a newer version is on its way, and you send the new one when it is ready. Every version stays on the candidate.
• Send again sends the link once more, for example if the email went to spam.
• Withdraw takes the offer back.
• Rejecting the candidate withdraws their offer too, and one you haven't sent yet as well. Their link then says the offer is no longer available, and it can't be signed. Reconsidering them later doesn't bring the offer back. See The review queue.
• Offers expire at the end of their answer date. Two days before, the candidate gets a reminder, unless they were rejected or withdrew.
• When the candidate accepts, any other open version of their offer is withdrawn. Their identity check and interviews stay as they are.

Making, sending and revising offers needs permission to hire and reject. Anyone who can see the candidate can see the offer.