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Send Offer Letters

Email offer letter PDFs and record candidate replies

Use this Agent instantly or customize it - no programming needed

Send an approved offer letter
Reads
  • Pending offer
    Pending offer

    Your Pending offer supplies the candidate's approved terms, email address, and response deadline.

  • approved letter template
    approved letter template

    Your approved template supplies the wording and layout for each candidate's offer PDF.

  • offer email settings
    offer email settings

    Your chosen sender and hiring team addresses guide offer and outcome emails.

Hiring roster
Hiring roster

Your hiring roster holds approved offer terms, deadlines, and final decisions.
Are approval or required offer details missing?YesNo
Mark the offer Needs review with the missing detail
Writes
  • offer review flag
    offer review flag

    Your roster shows the missing detail, changed terms, or reply needing review.

Was this offer already sent?YesNo
Keep its thread and flag any changed terms for review
Writes
  • offer review flag
    offer review flag

    Your roster shows the missing detail, changed terms, or reply needing review.

Does the offer PDF contain unfilled placeholders?YesNo
Flag the unfilled letter for review
Writes
  • offer review flag
    offer review flag

    Your roster shows the missing detail, changed terms, or reply needing review.

Send the offer PDF to the candidate
Writes
  • offer letter PDF
    offer letter PDF

    Your candidate receives a PDF filled with the approved offer terms.

  • offer email
    offer email

    Your candidate gets the PDF, deadline, and reply instructions in one email.

Email service
Email service

Your email service sends offer PDFs and keeps candidate replies in their offer threads.
Email service
Did email delivery fail?YesNo
Record the delivery error and leave the offer unsent
Writes
  • delivery error
    delivery error

    Your roster shows why the offer email failed while the offer stays unsent.

Mark the offer Sent with its send time and thread
Writes
  • sent offer details
    sent offer details

    Your roster shows Sent, the actual send time, and the email thread ID.

Record a candidate's offer reply
Reads
  • candidate reply
    candidate reply

    Your candidate's reply provides its wording, sender, thread, and receipt time.

  • sent offer details
    sent offer details

    Your roster links each sent offer to its candidate, deadline, and email thread.

  • offer conversation
    offer conversation

    Your offer conversation shows replies and when each message reached the mailbox.

  • offer email settings
    offer email settings

    Your chosen sender and hiring team addresses guide offer and outcome emails.

Email service
Email service

Your email service sends offer PDFs and keeps candidate replies in their offer threads.
Email service
Hiring roster
Hiring roster

Your hiring roster holds approved offer terms, deadlines, and final decisions.
Does the sender or thread lack one matching Sent offer?YesNo
Flag the reply for coordinator review
Writes
  • coordinator notice
    coordinator notice

    Your coordinator gets the exact unclear reply or the reason a message needs attention.

Did the reply arrive late or after a final decision?YesNo
Tell the coordinator about the late or duplicate reply
Writes
  • coordinator notice
    coordinator notice

    Your coordinator gets the exact unclear reply or the reason a message needs attention.

Is the reply unclear or does it conflict with a decision?YesNo
Mark Needs review and send the exact reply to the coordinator
Writes
  • offer review flag
    offer review flag

    Your roster shows the missing detail, changed terms, or reply needing review.

  • coordinator notice
    coordinator notice

    Your coordinator gets the exact unclear reply or the reason a message needs attention.

Record the decision and email the candidate and hiring team
Writes
  • final offer outcome
    final offer outcome

    Your roster shows Accepted, Declined, or Timed out with its evidence time and final lock.

  • outcome emails
    outcome emails

    Your hiring team gets each final outcome; your candidate gets confirmation or deadline closure.

Close offers past their response deadlines
Reads
  • deadline check time
    deadline check time

    Your scheduled check supplies the current time for comparing offer deadlines.

  • sent offer details
    sent offer details

    Your roster links each sent offer to its candidate, deadline, and email thread.

  • offer conversation
    offer conversation

    Your offer conversation shows replies and when each message reached the mailbox.

  • offer email settings
    offer email settings

    Your chosen sender and hiring team addresses guide offer and outcome emails.

Hiring roster
Hiring roster

Your hiring roster holds approved offer terms, deadlines, and final decisions.
Email service
Email service

Your email service sends offer PDFs and keeps candidate replies in their offer threads.
Email service
Is the offer thread missing or unreadable?YesNo
Flag the offer for coordinator review
Writes
  • offer review flag
    offer review flag

    Your roster shows the missing detail, changed terms, or reply needing review.

Did another run already finalize the offer?YesNo
Keep the final decision and skip another notice
Did a timely reply need a person's review?YesNo
Mark Needs review and send the exact reply to the coordinator
Writes
  • offer review flag
    offer review flag

    Your roster shows the missing detail, changed terms, or reply needing review.

  • coordinator notice
    coordinator notice

    Your coordinator gets the exact unclear reply or the reason a message needs attention.

Did the candidate clearly reply by the deadline?YesNo
Record the decision and email the candidate and hiring team
Writes
  • final offer outcome
    final offer outcome

    Your roster shows Accepted, Declined, or Timed out with its evidence time and final lock.

  • outcome emails
    outcome emails

    Your hiring team gets each final outcome; your candidate gets confirmation or deadline closure.

Mark the offer Timed out and email both parties
Writes
  • final offer outcome
    final offer outcome

    Your roster shows Accepted, Declined, or Timed out with its evidence time and final lock.

  • outcome emails
    outcome emails

    Your hiring team gets each final outcome; your candidate gets confirmation or deadline closure.

This Agent waits for a Pending offer and checks its approved terms. It emails the offer letter PDF, then records a candidate decision or missed deadline for your team.

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Gmail
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Microsoft Outlook
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monday.com
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Zoom
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Microsoft Office 365
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Made for your industry

Send Offer Letters is made for businesses in these industries.

Made for your role

Send Offer Letters is made for people in these roles.

Made for your department

Send Offer Letters is made for people in these departments.

How Send Offer Letters works

5 steps, in order, on every run.

  1. Check the offer detailsRead the Pending roster row and confirm its approval, terms, and deadline. Flag missing details for the recruiting coordinator.
  2. Send the offer letter PDFFill the approved letter with the candidate's terms and email the PDF with reply instructions. Record the send time and email thread in the roster.
  3. Check candidate repliesMatch replies to the offer thread and candidate email. Flag unclear, late, or unmatched messages for the recruiting coordinator.
  4. Record the decisionWrite a clear on-time acceptance or decline and its receipt time in the roster. Email the candidate and hiring team the outcome.
  5. Close offers past the deadlineCheck each due offer thread for timely replies before marking it timed out. Email the hiring team and candidate when the deadline closes.

How to Get Started

Connect your tools

Connect the tools you already use, such as Gmail, Microsoft Outlook or monday.com.

6 tools
Set your rules
  • Choose the hiring roster and map its candidate ID, name, email, approved job title, pay, start date, response deadline with time zone, approval flag, status, send time, email thread ID, and decision columns.
  • Provide the approved offer letter wording and PDF layout with placeholders for the mapped candidate terms; changes to the legal wording require a new approved template.
  • Set the offer sender address, hiring team email address, offer email subject pattern, and the exact accept and decline reply instructions for candidates.
  • Set the deadline-check schedule and process runs for the same candidate ID one at a time so a reply and deadline check cannot both finalize an offer.
Launch the Agent

Use safe mode to approve every result before it goes out, or let the Agent run automatically.

FAQs

Frequently asked questions about the Send Offer Letters:

Can I use our existing offer letter?

Yes. You provide the approved wording and PDF layout, then choose the roster fields to fill. Changes to legal wording need a new approved template.

What happens if a candidate's reply is unclear?

Your recruiting coordinator gets the exact message for review. The roster shows Needs review instead of a final decision.

How are missed response deadlines handled?

You choose the deadline-check schedule. The Agent checks the offer conversation for timely replies before recording a timeout and emailing the hiring team and candidate.

What happens when the Agent is unsure?

It stops and asks you. The Agent does not guess when it reaches a decision you have not approved.

Can I review its work?

Yes. Every run creates a plain-language log that you can review and export. Logs are kept for twelve months.

What happens if I cancel?

The Agent stops at the end of the billing month and its tool connections are removed. Your run logs remain available for twelve months.

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