Sending Offer Letters

When JazzHR customers are able to expedite the final stages of the hiring process, they can quickly land the ideal candidates. With the goal of enabling customers to land top candidates faster and more painlessly, JazzHR provides a simple way to manage and send offers.

The first part of setting up offers involves the use of Offer Templates.

This article covers:

NOTE: Only Administrators have the ability to create offer letters. Super Users and Users set as the Hiring Manager of a job can send offer letters from the candidate profile. 

Creating Offer Templates

Offer Templates are Microsoft Word documents (.docx format) that contain your company's offer letter content along with the relevant JazzHR offer field labels. Once uploaded, offer templates can be used to easily create an error-free offer letter for a candidate in JazzHR. 

To create an Offer Template, first create your offer letter in a Microsoft Word document (.docx format).  Next, download our offer fields template. This is also available in JazzHR under Settings > Templates > Documents > select the drop-down for + NEW DOCUMENT > + Create Offer Template > DOWNLOAD FIELDS TEMPLATE.

Copy and paste any of the offer field labels into the sections or sentences in your document where you want the information to appear.  When you are finished, upload your completed Offer Templates into JazzHR as follows:

1.  Offer Templates can be uploaded into JazzHR by roles with Administrative privileges by clicking Settings > TEMPLATES > Documents > select the drop-down for + NEW DOCUMENT > + Create Offer Template 

2.  Click CHOOSE FILE and select the .docx offer template you just created. Optionally, you can rename the document once uploaded.

3.  When finished, click UPLOAD OFFER TEMPLATE


Sending Offer Letters to Candidates

You are now ready to send the Offer template from the individual candidate profile. 

     1. Click the candidate's name for which you choose to send an Offer

     2. Click the DOCUMENTS tab

     3. Underneath the OFFERS section, click +ADD OFFER 

     4. Add all the necessary information for the offer. The offer field labels you used during the template creation will highlight in green as a required field for you to fill in.

     5. After you save the information, you can now send it as an eDocument from the OFFERS                section of the DOCUMENTS tab!



Do you support different types of currency?

Yes! Once the offer letter is added to the candidate profile, you will be able to update the currency type in the Compensation section when entering in the offer fields. 

How do I replace an offer template?

You must edit the .docx file and then upload a new template to JazzHR.  Remember to delete the old template to keep your documents organized! This will not affect candidates associated with any old templates.

Why did my offer fields not generate?

You must copy and paste the offer fields from the Fields Template. Typing in the fields opens up the possibility for errors, so copy and paste will ensure you have the correct field.

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