GuidesWrite an offer letter template
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Guide

Write an offer letter template

Write an offer letter once, or copy one you already have, or let the AI draft it, add the documents that go with it, and choose it when you send an offer.

For: HRPlan: Team and Advanced

Before you start

  • A role that lets you manage recruitment. In the built-in set, administrators have that permission, and so do members of the “HR Managers” group.
  • For a letter tied to one role, the job has to exist first. Creating a job also creates a starter offer letter for it, which you can edit instead of starting again.
  • Any documents you want candidates to get with the offer, such as a benefits summary, as a file or as a web link.

Start a template

  1. Step 1: Open the templates page

    Go to HR & TalentTemplates. The page is headed “Hiring templates”. Click the “Offer letters” tab to list only offer letters. The table “Coverage for open roles” at the top shows, for each open role, whether it has its own offer letter, falls back on a global one, or has none.

  2. Step 2: Choose how to start

    There are three ways in. Each opens the same four-step window: “Details”, “Draft”, “Documents”, “Preview & save”.

    • A new letter. Click “New template” at the top right and choose “Offer letter”. For a role the coverage table shows without one, clicking “Create offer letter” on its row does the same and ties the letter to that role.
    • A copy of an existing letter. Click the “Duplicate” button at the end of a template’s row. The copy opens with the same text and documents and the name followed by “(copy)”. The original is not changed.
    • An existing letter. Click its row, or the “Edit” button. It opens on the “Draft” step.

Write the letter

  1. Step 3: Name it and say which job it is for

    On “Details”, type a “Template Name”. Under “Specific Job (Optional)”, pick one job, or leave “Global (All Jobs)” so the letter can be used for any job. Click “Next”.

  2. Step 4: Write the text, or ask the AI for a first draft

    On “Draft”, type the letter in “Template Body”. A “Live preview” beside it shows the letter with sample values as you type.

    Wherever a candidate’s own detail belongs, click its placeholder under “Interactive Placeholders (Click to insert)”; it is added where your cursor is. A placeholder is a name in double curly brackets that Zonitix swaps for the real value when the offer is sent. The ones offered are:

    {{CandidateName}} {{JobTitle}} {{Salary}} {{StartDate}} {{ManagerName}} {{CompanyName}} {{Level}} {{PayPeriod}} {{SignOnBonus}} {{TargetBonus}}

    Use only these. Any other name in double curly brackets, and any note in [square brackets], is removed from the letter.

    To have a draft written for you, click “AI ASSIST DRAFT” at the bottom left. If the box already has text, a window titled “Replace the current letter with an AI draft?” asks first; click “Replace with AI draft”. The draft uses the job you picked in step 3. While it works, the box shows “AI is drafting your offer letter…”; the draft then appears in the box for you to edit. It is a draft and not legal advice: read every line before you use it.

    Click “Next”.

  3. Step 5: Attach supporting documents

    The “Documents” step is optional. Under “Supporting documents & links” you can add what the candidate should get with the offer:

    • A link. Type a label, paste a web address that starts with https://, and click “Add link”.
    • A file. Type a label if you want one, click “Upload file” and choose the file. It can be a PDF, a PNG or JPG image, a Word (.docx) or Excel (.xlsx) file, a CSV or a text file, up to 10 MB. Without a label the file’s own name is used.

    Each one is listed above the boxes; the bin button beside it removes it. The candidate sees them with the offer, in the offer email and on the page where they sign. Click “Next”.

  4. Step 6: Read the preview and save

    “Preview & save” shows the letter body with sample values. The signed document also gets a “Key Terms” summary above your text and a fixed “Standard Terms” section below it; you do not write either. Click “Save template”.

Use it on an offer

  1. Step 7: Pick the template when you send the offer

    A template is chosen at the moment an offer is sent. On the candidate, click “SEND OFFER”. In the window titled “Send Offer”, open “Offer letter template”: letters tied to the candidate’s job are listed first, under “For this job”, and the first of them is already selected; global letters follow under “Global”. If no letter is tied to the job, the box starts on “No template (blank offer)”, so pick a global letter yourself. Check the “Preview” below and click “SEND OFFER”.

    The steps before and after this one, from setting the terms to the signature, are in Hire someone.

To remove a template, click the “Delete” button at the end of its row and confirm. Offers already sent are not affected. The “USED” column shows how many offers a template has been used for.

What you should see

A message reads “Template saved.” and the window closes. The letter is in the list with its type, its scope (the job’s title, or “Global”), and “Not used yet”.

In “Coverage for open roles”, a role with its own letter shows a tick and the letter’s name; a role covered only by a global letter shows “Global:” and that letter’s name.

If something goes wrong

There is no New template button, or the Templates page is missing from the menu
Your role does not let you manage recruitment. Ask an HR manager or an administrator.
The Next button is greyed out
On Details the template needs a name; on Draft the letter needs some text. Fill it in and Next becomes available.
"Could not draft an offer template right now — try again."
The AI did not answer. Your own text is put back in the box. Try again in a moment, or write the letter by hand. If it never works, check that AI is switched on; see Turn AI on or off and choose the model.
"A document link needs a label and an https:// URL."
Fill in both boxes. The address must be a full web address, starting with https://.
"File is too large (max 10 MB)."
The file is over 10 MB. Use a smaller file, or add a link to the document instead.
"Could not upload the file. Try a PDF, image or Office document under 10 MB."
The upload did not go through. Check the file is one of the kinds listed in step 5 and under 10 MB, then try again, or add a link to the document instead.
The sent letter has a gap where a name or a date should be
A placeholder in the template is misspelt or is not one of the ten in step 4, so it was removed. Open the template, delete the wrong one and click the right placeholder to insert it.

Still stuck? See When something goes wrong, or Contact Zonitix support.

Where next

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Pause, close, reopen or delete a job
Next
Prepare interview questions