Creating a Letter of Offer Template

With Plooral, you can upload a job offer letter template in Microsoft Word format and utilize special placeholders that will be automatically substituted with personalized offer information. This streamlined process simplifies and expedites the creation of the offer letter, enabling the company to formalize the hiring proposal more efficiently.

In this article, you will discover the process of creating a powerful and personalized offer letter template for configuring the offer letter on the Plooral platform. Creating the template serves as the first step in the overall process. Once the template is successfully created, it needs to be configured within the platform to enable automated utilization. Click here to learn more about the configuration process.

This article covers the following topics:

• Creating the offer letter template
• Automatically filled placeholders
• Manual offer fields
• Offer Letter Template

Creating the offer letter template

The first step in the configuration process is to create a personalized offer letter template using a text editor that supports saving in .docx format. Let your creativity shine as you design the letter. Consider adding your company logo, using customized text, and ensuring it aligns with your brand's identity and style. This will help make the offer letter more visually appealing and representative of your organization.

But be aware! We recommend that the file size is up to 5MB and that you only use supported default fonts (Times New Roman, Courier, Helvetica, Symbol, and Zapf Dingbats) or embed custom fonts in the document. Think of it as a document intended for printing, so don't include video or audio. The resulting file needs to be in .docx format, not .doc, .dotx, .dot, or .dotm.

You may be wondering how you can use a single template to send multiple offers that may have different salaries, benefits, and activities. That's where the placeholders and offer fields come in, allowing you to personalize your offer letter when sending it to the candidate.

Automatic placeholders instantly populate information without the need for manual editing, while offer fields enable you to personalize information for your offer letter according to your specific requirements. The automatic placeholders simplify the process by automatically filling in relevant details, while the offer fields offer flexibility for customized adjustments to the offer letter as needed. 

Automatically filled placeholders

The placeholders are dynamic tags, similar to the ones you are already familiar with when sending messages to candidates on Plooral. These tags automatically fill in the offer letter with specific information about the candidate who will be hired. By utilizing these placeholders, you can effortlessly incorporate candidate details into the offer letter, saving time and ensuring that the letter is personalized and tailored to each individual recipient.

When writing your offer letter, you can include the following placeholders:

• {NAME} - This will be replaced with the candidate's first name (without the last name).
• {FULLNAME} - This placeholder will be substituted with the candidate's full name.
• {CODE} - This field will display the vacancy code.
• {POSITION} - The job title will be inserted into this placeholder.
• {LINK} - You can use this placeholder to include a link to the job details.
• {OFFER} - This placeholder will be replaced with the filled offer details in the format currency value (type), such as $5,000.00 (monthly).

When drafting your offer letter template, use the placeholders in the locations where you would typically include the information of the hired individual. Here's an example:

"Hello {NAME},

Continuing with our process, we are pleased to offer you a position in our company under the following conditions:

• Position: {POSITION}
• Remuneration: {OFFER} 

Please check the main responsibilities of the role in the following link: {LINK}"

The information will be automatically filled in and cannot be edited at the time of sending the offer letter.

Manual offer fields

If there is a need to include information that is not covered by the automatically filled placeholders, you have the option to create a new field where the information can be edited before sending the offer.

The offer fields are dynamically generated based on special placeholders that you will create in the template document. A placeholder is a text enclosed within curly braces { }. The placement of these placeholders determines where the populated values will be inserted.

Here's an example of what a complete offer template with personalized fields could look like:

Dear {FULLNAME},

We are thrilled to offer you a position at our company as a {POSITION}.

Compensation Details:

- Salary: {OFFER} 

- Bonus: {BONUS}

- Benefits: {BENEFITS}

- Workload: {WORKLOAD}

In this example, the placeholders {FULLNAME}, {POSITION}, and {OFFER} would be automatically filled. The placeholders of {WORKLOAD}, {BONUS}, and {BENEFITS} will generate a field to be filled in when sending the offer letter. 

When sending the offer letter, you will have the opportunity to fill in specific fields, allowing you to personalize the information according to the candidate. To learn more about the process of sending the letter and how it appears to the candidate, please refer to this resource. It will provide you with detailed information on the steps involved in sending the offer letter and give you a clear understanding of how the letter will be presented to the candidate.

Offer Letter Template

Now that you are aware of the essential components required to create an effective offer letter template, let's explore how these elements can be put into practice. A concrete example will provide a clearer understanding of the final outcome and demonstrate how communication can be personalized to align with your company's profile.

By following this example, you can visualize how each step of the process fits together and how the template can be adapted to suit your company and the specific role. Furthermore, you can identify opportunities to make your offer letter even more persuasive and appealing to candidates.

To see the final outcome of the offer letter as it appears to the candidate, simply click here. Please keep in mind that the sample offer letter is provided for reference purposes and should be customized to meet your specific requirements and align with your company's branding.

But what are the essential components that should not be missing in an offer letter?

While there is no one-size-fits-all template for every position and company, there are key elements that should be included to ensure your offer letter is informative and comprehensive. Here are some crucial components to consider:

• Compensation: Clearly state the employee's salary or hourly rate, payment frequency, and any additional compensation such as bonuses or commissions. Provide a breakdown of the total compensation package and any relevant details.

• Position and Reporting Structure: Clearly specify the position being offered and the reporting structure, including the name and title of the supervisor or manager the employee will report to. It's also helpful to include a brief description of the role's responsibilities and expectations.

• Work Schedule: Outline the expected work schedule, including the number of hours per week and any specific shift requirements. Clarify whether the position is full-time, part-time, or contractual, and provide details on any flexibility or remote work options, if applicable.

• Benefits and Perks: Detail the benefits package associated with the position, such as health insurance, retirement plans, paid time off, and any additional perks or employee benefits. Specify the eligibility criteria and effective dates for each benefit.

It's important to customize the offer letter to reflect your company's tone and culture while ensuring compliance with legal requirements. Review the offer letter carefully to ensure that all essential components are included and accurately reflect the terms and conditions of employment.

Feel free to create multiple offer letter templates using Plooral. You don't need to limit yourself to just one template. You can create different templates for various areas, departments, or even specific job positions. Plooral allows you to add multiple templates and customize each one according to the needs and specificities of each hiring process.

Take this opportunity to enrich your template library and make your hiring processes even more efficient and personalized. And speaking of that, why not take a moment now to add your offer letter template to the Plooral platform? Click here to see how simple and easy it is to do.

If you have any questions, don't hesitate to reach out to our team. We're here to assist you every step of the way!