Managing offer letter templates

Offer letters are a critical part of the hiring process in any organization. The organization outlines the offer that is being made to the candidates. Keka Hire also allows you to create standard offer letter templates that can be customised and sent to the candidates who are hired after going through the hiring process. 

Offer letter templates on Keka also allows hiring teams to add and customize these templates with candidate information using placeholders. This makes the process of generating standardised offer letters easy and quick. 

Let us take a look at how you can create and manage offer letter templates on your Keka Hire portal. 

To add and manage offer letter templates, Go to your Keka HIre portal and then click on Settings. Click on the Offer Letter Templates hyperlink to go to the offer letter templates. 

On this page, you can set up all the letter templates including offer letter and rejection letter templates. 

You can view the letter templates that are currently configured on your Keka Hire portal.  You can enable or disable these templates using the toggle button in the Active column. You can click on the three dots icon under Actions to edit a template or view the history of usage of that template. 

Adding a new template

To add a new letter template, click on the + Add Template button on the top of the screen.

This will take you to the New Offer Letter Template page. Here you will see 3 major sections to complete before you can get a usable offer letter template. The first page is the Letter Properties tab, where you have to configure some basic details including the name and orientation of the letter. 

Enter a Name and Description for the template. You can also select the page setup for the letter. You can choose between portrait and landscape orientation. You can also select the proper size for the letter from the list of options in the Paper Size drop-down.

You can also define more page setup parameters from this page including adding Page Margins, Borders, and Page Numbers.

Select the Add Page Margins, Add Border Size, and Add Page Number checkboxes and enter the necesary values to set the page formatting as you wish.

Once you are done, click on Continue to move to the next section. 

The next section corresponds to headers and footers. Here, you can add necessary header and footer content to your offer letter. Header and footer content typically contains the organization logo and address and contact details. You can add these details in this section. 

If you need a header or footer in your offer letter, select the corresponding checkbox. You will see an Edit hyperlink next to the textbox. Click on it to add the header or footer. 

In the text editor, use the available options to configure your header or footer as required using the tools available in the inbuilt text editor.

You can also include certain placeholders in this content using the Letter Attributes given on the right of the page.

Once you have configured the header and footer, click on Continue to move to the next section. 

In the next step, you will be configuring the actual content of the document. 

Enter the content of the offer letter in the Main Content tab of the flow. Type in the text of the letter here or you can simply copy and paste from your standard template. One important thing to consider here will be about using placeholders which are on the right of the screen. The system will automatically input the necessary details from the candidate profile on Keka HIre when an offer letter is being generated for a new hire. 

After you've configured the necessary details, click on Preview to view how your offer letter will look. 

You can see the preview as below. 

Once you have configured all the necessary details, click on Save to save the offer letter template. 

This will save the new offer letter template. This can be used to generate offer letters for successful candidates. 

On the Offer Letter Templates page, you can view all the offer letters currently configured in the system. You can edit a template by clicking on the three dots icon in the Actions column and select Edit from the drop-down. You can also view the history of usage of the template by selecting View History from the drop-down.

This is how you add and manage offer letter templates on your Keka Hire portal. More questions? Reach out to our product experts today!