Offer letter generation

Offer letter generation

Menu Path :  Recruitment > Offers
Accessible to : Recruitment Manager and Recruiters

After the offer has been approved by the approvers the Recruiter can generate the offer letter from the system. This articles explains the process of taking an offer approval 


Click on "Generate Offer Letter" button. The option to generate offer letter will be available in the form which opens below. Steps to be followed are -

1. Go to Candidate Details tab and review the name / address. If any data needs to be updated then please do so. Please note that if address is not updated then it will come blank in offer letter.


2. Generate Offer Letter

Go to Offer Letter tab - from this tab you can design the salary structure (if payroll is activated) and generate the offer letter in a PDF format.

a) If you want to upload an offer letter generated externally then click on "System Generated" - No and proceed to upload the PDF file  as shown below


b) If you want to create an offer letter through EazeWork keep "System Generated" as Yes. For Indian companies - if CTC feature has been enabled and if PF and ESI components are to be included in CTC then select PF / ESI as Yes.


You can choose to generate the offer letter with a salary structure or without one.

c) If you want to create an offer letter with detailed salary structure. Then you will need to
- select if PF and ESI are to be deducted from the employee
- while selecting PF you will also have to select the basis of employee's PF deduction
- select the salary template you want to use
After finishing these activities click on "Generate Salary Structure". You can modify the heads as per your requirement after the initial salary structure is generated.


d) Once the salary structure is generated select the offer letter template and click on "Generate Offer Letter".

e) You can download and review the offer letter which is generated. To confirm the letter in the system click on "Submit", if you want or change something click on "Reset Offer Letter".


2. Emailing generated Offer letter


After offer letter is generated status will be changed to "Letter Generated". Recruiter can now email this offer letter to the email id of the candidate. Click on "Email Letter" as shown above. 

After emailing the status will change to Letter Emailed. If you want to skip sending the offer letter through email click on "Skip". 

Refer to the article on Offer Acceptance by Candidate for details on actions to be done by candidate.

All the activities mentioned in this process can also be done by the Recruitment Manager.


    • Related Articles

    • Bulk Offer Letter Generation

      Menu Path : Recruitment > Offers Accessible to : Recruitment Manager and Recruiters After the offer has been approved by the approvers and you want to generate offer letter for multiple interviewed candidates then this option should be used. Steps to ...

    • Offer proposal and approval process

      Menu Path : Recruitment > Offers Accessible to : Recruitment Manager and Recruiters Offer Status Offer for a candidate can have following status - - Interviewed : Candidate's Interview have and background verification (if included in opening) have ...

    • Cancellation of offer

      Menu Path : Recruitment > Process Offers Accessible to : Recruiters Recruiter can cancel or reset the candidate offer at many stage using the 'Reset Offer' button. Recruiter can cancel the offer when the offer is in any of the below status - Pending ...

    • Offer acceptance by candidate

      If offer acceptance by candidate feature is enabled and Recruiter emails the offer letter to candidate then an email alert will go to candidate email id for accept or reject the offer letter. Email format is shown below. Candidate can accept or ...

    • Post offer activities

      Menu Path : Recruitment >Dashboard Accessible to : Recruiters Once the offer has been rolled out the activities to be done by Recruiter are - 1. Accept / reject the offer letter on behalf of candidate 2. Close / transfer the record 1. Offer ...