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# How to Send Offer Letters

# How to Send Offer Letters

This article explains how to send offer letters to candidates through 100Hires. Use email templates, custom variables, and automation to streamline your offer process.

## Option 1: Email offer letters

Send offer letters as email attachments or formatted messages.

### Creating an offer template

1. Go to [Settings / Email Templates](https://app.100hires.com/settings/message-templates/index)
2. Click **Add Template** ![Create template empty form after clicking Add Template](https://100hires.com/wp-content/uploads/2026/08/add-email-template-empty-form.png)
3. Name it (e.g., "Offer Letter - [Position Type]")
4. Write your offer content using variables ![How to Send Offer Letters: Creating an offer template](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-1_ktxhgd.png)
5. Save

### Using variables in offers

Personalize each offer with variables:

| Variable | Inserts |
| ---- |
| `{{candidate_first_name}}` | Candidate name |
| `{{job_title}}` | Position title |
| `{{job_location}}` | Work location |
| `{{company_name}}` | Company name |
| Custom job variables | Salary, start date, etc. |

### Setting up custom offer variables

1. Open the job
2. Go to **Optional** tab
3. Add custom variables:
* `{{salary}}` - Compensation amount
* `{{start_date}}` - Proposed start date
* `{{benefits}}` - Benefits summary ![How to Send Offer Letters: Setting up custom offer variables](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-2_5sebmz.png)
4. Fill in values for this job

### Sending the offer

1. Open candidate profile
2. Go to Messages tab
3. Select your offer template ![How to Send Offer Letters: Sending the offer](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-3_y6iler.png)
4. Attach formal offer letter PDF if needed
5. Review and send

## Option 2: Using Zapier for offer automation

For offers requiring additional workflow automation, use the Zapier integration to connect with other applications.

### Setting up Zapier for offer workflows

1. Go to Zapier and create a new Zap
2. Trigger: Select "100Hires" as the trigger app ![How to Send Offer Letters: Setting up Zapier for offer workflows](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-4_1kgs0da.png)
3. Choose trigger: "New candidate in stage" and select "Offer" stage ![How to Send Offer Letters: Setting up Zapier for offer workflows](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-5_1rejjo9.png)
4. Action: Connect to your desired app (e.g., create tasks, send notifications, update records) ![How to Send Offer Letters: Setting up Zapier for offer workflows](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-7_m5nop5.png) ![How to Send Offer Letters: Setting up Zapier for offer workflows](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-8_12g235.png)
5. Map the trigger fields to the action app ![How to Send Offer Letters: Setting up Zapier for offer workflows](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-6_1b6aol2.png)
6. Activate the Zap

### How Zapier automates offer workflows

1. Move candidate to "Offer" stage in 100Hires
2. Zapier triggers automatically based on your settings
3. Your connected app receives the data and performs the action
4. Workflows complete without manual intervention
5. Optional: Create multi-step Zaps for complex processes

## Option 3: Manual process

For simple workflows:

1. Prepare offer letter outside 100Hires
2. Upload to candidate's profile (Notes tab)
3. Send via email with attachment
4. Track status by moving through stages

## Tracking offer status

Use pipeline stages to track:

| Stage | Status |
| ---- |
| Offer Pending | Preparing offer |
| Offer Sent | Waiting for response |
| Offer Accepted | Candidate accepted |
| Offer Declined | Candidate declined |
| Hired | Process complete |

## Setting up offer automation

Automate offer-related tasks:

1. Go to job's **Workflow** tab
2. Add automation to "Offer Sent" stage:
* Email to HR: Notify of pending offer
* Assign task: Follow up in 3 days ![How to Send Offer Letters: Setting up offer automation](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-9_umq2pp.png)
3. Add automation to "Offer Accepted" stage:
* Email to hiring manager
* Email to candidate: Welcome message ![How to Send Offer Letters: Setting up offer automation](https://storage.crisp.chat/users/helpdesk/website/-/4/f/a/a/4faab8f2b2ab0400/how-to-send-offer-letters-10_oj76m4.png)

## Tips

* Keep offer templates updated with current benefits
* Use custom job variables for position-specific details
* Set up reminders for outstanding offers
* Document all offer communications in 100Hires
* Review offer letter templates for legal compliance