Offer Letter Workflow: From Generation to Acceptance

The Offer Letter Module in CRM LEAF allows HR professionals and recruiters to generate, issue, and manage job offer letters to candidates seamlessly. It supports tracking of expiry and joining dates, managing attached documents, and exporting records for reporting.

How to Add a New Offer Letter

Navigate to:
Recruit > Offer Letters > Add Offer Letter
Fill out the following fields:

• Job: Select the relevant job position for which the offer is being made.
• Job Applicant: Choose the candidate receiving the offer.
• Offer Expire On: Set the deadline for offer acceptance (e.g., 26-05-2025).
• Expected Joining Date: Mention the expected date of joining (e.g., 19-05-2025).
• Salary: Specify the offered salary amount (e.g., ₹50,000).
• Rate: Indicate the frequency (e.g., per month, per annum).
• Description: (Optional) Add any remarks, special clauses, or comments for internal or candidate view.
• Add Files: Upload relevant files such as offer letter PDFs, supporting documents, etc.
• Click Save to issue and log the offer.

Offer Letters Table View

Example

Offer	Job	Job Applicant	Added By	Offer Expire On	Expected Joining Date	Status	Action
Offer_JohnDoe.pdf	Frontend Developer	John Doe	HRMS DEMO	26-05-2025	19-05-2025	Sent	Edit / Delete
Offer_JaneSmith.pdf	Marketing Executive	Jane Smith	Yasmeen Ruecker	30-05-2025	01-06-2025	Accepted	Edit / Delete

Use the table to:

• View all offer letters issued.
• Monitor status updates (Sent, Accepted, Rejected, Expired).
• Perform quick actions (edit/update/delete).
• Filter by job, status, or candidate name.
• File Uploads
• Supported File Types: .pdf, .docx, .xlsx
• File Size Limit: Typically up to 10MB per file
• Files uploaded appear in the Offer column of the table.

Exporting Offer Letter Records

Offer letter data can be exported to Microsoft Excel by default.
Path:

• Recruit > Offer Letters > Export
• Use it to generate reports for HR audits, offer follow-ups, or data consolidation.

Quick Actions – Offer Letter

Action	How To
Add Offer Letter	Fill out the form and upload documents, then click Save.
View Offers	Use the table to browse all issued offers.
Edit/Delete Offer	Use the Action column for updates or removal.
Export Records	Download offer data in Excel format using the Export feature.

FAQ – Offer Letter Module

Q: Can I attach a formal offer letter PDF?
A: Yes, simply upload it using the Add Files option.
Q: What happens after the offer expires?
A: Offers with a past expiry date are flagged as Expired unless marked Accepted.
Q: Can I modify an offer after sending?
A: Yes, offers can be edited before the candidate accepts.
Q: Is it mandatory to include salary details?
A: Yes, salary and rate are required for transparency and documentation.