Relevant for: Recruiters
How do I create an offer letter template?
Offer letter templates are Leapsome document templates that use recruiting variables. Create one in 'Settings' > 'Documents' > 'Templates and bulk creation' and add at least one candidate or offer variable, such as {{candidate-full-name}}. Leapsome then marks it as a 'Recruiting' template.
Recruiters get a reusable offer letter that Leapsome fills in with candidate and offer data, such as name, job title, salary, and start date. It uses the same template editor, variables, and e-signatures as your employee documents, so HR maintains one document system. With signature fields, recruiters can create the letter and send it for e-signature in one step.
Table of Contents:
- How do I set up an offer letter template?
- How do I manage offer letter templates?
- What should I keep in mind about offer letter templates?
- Who can manage offer letter templates?
How do I set up an offer letter template?
- Optional: go to 'Settings' > 'Recruiting' > 'Recruiting fields' and add any custom fields you want to use as variables. To learn more, see Configuring recruiting fields.
- Go to 'Settings' > 'Documents' > 'Templates and bulk creation' and click 'New template'.
- Choose 'From scratch', 'Upload .docx file', or 'Generate with AI'. For AI, turn on the option for offer letters in Recruiting.
- Fill in the basics: name, category, languages, and date format. You need at least one document category first.
- Add variables. Only use recruiting variables, so the template pulls in candidate and offer data. You can use all predefined fields and your custom recruiting fields.
- Optional: add signature fields. On the 'Signatures' step, choose who signs: the 'Candidate', a hiring team role ('Hiring manager', 'Recruiter', 'Interviewer', 'Coordinator', 'Sourcer'), or a specific person.
- Save the template.
To learn more about document templates, see Document management.
The template now shows the 'Recruiting' badge, and recruiters can choose it when they create an offer letter.
How do I manage offer letter templates?
You manage offer letter templates only in 'Settings' > 'Documents' > 'Templates and bulk creation'. There's no separate page for them in 'Settings' > 'Recruiting'.
Open a template to see how many documents were created from it and their signature status. To change it, click 'Edit template settings' or 'Edit template content'.
What should I keep in mind about offer letter templates?
- Leapsome sets the template type from its variables. A template with at least one recruiting variable becomes a recruiting template. Without one, it stays an employee template and doesn't appear in offers.
- A template can't mix employee and recruiting variables. You can't save it if it does.
- Recruiting variables are only available once Recruiting is activated for your company.
- Any placeholder that isn't a known variable becomes a text field that recruiters fill in when they create the letter.
- To send a letter for e-signature, the template needs signature fields with signers. Without them, recruiters can only create the document.
- You can't assign recruiting templates to employees. Recruiters create the documents from the offer in a candidate's application.
- You can't edit or delete a template while an assignment that uses it is still in progress.
Who can manage offer letter templates?
- Creating and editing templates requires permission to manage document templates. There's no separate Recruiting permission for templates.
- To use a template in an offer, recruiters need 'Create and manage all offers' or 'Manage offers for assigned jobs'.
- Who can see the created documents depends on the template's document category.
For details, see Hiring team roles and permissions.