Offer letters and online acceptance

How it works

1. Open a selected candidate and fill the offer: offered salary a year in rupees, expected joining date, designation, location, and terms and conditions.
2. Press Dispatch Offer Letter Email. HR can also copy the offer link to share it another way.
3. The candidate opens the secure offer page and chooses Accept Offer Letter, or Decline Offer with an optional reason.
4. To change the terms, load the previous offer into the form, revise it and send a revised offer; the history keeps both.
5. For an accepted offer, move the candidate to temporary employment with the branch, department, designation, joining date, monthly salary and employment type.
6. KYC, bank details and documents follow in onboarding. When HR approves, the candidate becomes an employee and the card moves to Joined.

What you can set

• Offer fields: offered salary a year, expected joining date, designation, location, and terms and conditions.
• Delivery: an offer letter email, plus a link HR can copy.
• Candidate response page: accept, or decline with an optional reason.
• Revised offers built from the previous one, with every version in the candidate history.
• Pending offers counted on the Recruitment Hub and in the Analytics tab.
• Move to temporary employment, where the employment type can also be left to decide at approval.

Why online acceptance matters

Candidates who accept on the phone and then join elsewhere are a familiar problem for Indian recruiters, especially in roles with long notice periods. A recorded acceptance on the offer page, with the date, gives HR a firmer commitment, and a recorded decline reason shows whether offers are losing on salary, location or timing. The offer is not the appointment letter: under the OSH Code an appointment letter must be issued to every employee, so issue one on joining from your HR letters.

Worked example: a revised offer in Indore

An FMCG distributor in Indore offers Kunal Joshi the role of area sales manager at ₹7,20,000 a year, joining on Monday 2 November 2026. Two days later Kunal declines on the offer page, giving the reason counter-offer from current employer.

HR loads the previous offer, raises the salary to ₹7,80,000 and sends a revised offer. Kunal accepts the same evening. HR moves him to temporary employment for the Indore branch with a monthly salary of ₹65,000, and he completes his KYC and bank details through onboarding before joining. On HR's approval he becomes an employee and his card moves to Joined.

Making offers that hold

Send the offer within a day or two of the final round, while the candidate is still keen. Keep the terms consistent with the appointment letter the person will receive, including probation and notice. Ask about the candidate's current notice period before fixing the joining date. Read decline reasons every month; if most say salary, the requisition's range needs another look.

Frequently asked questions