How to Send an Offer Letter

🎯 Objective:

To ensure timely, accurate, and approved communication of offer letters to selected candidates with all necessary documents and sign-offs.

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👥 Roles & Responsibilities:

Role	Responsibility
HR	Drafts and sends the offer letter, includes all required documents
CEO	Reviews and approves the final offer letter and CTC before sending

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🛠️ Tools Required:

• Google Docs – For drafting offer letters

• Email – For communication with candidates

• Digital Signature Tool or Manual Sign (if needed)

• Google Drive – For storing templates and signed letters

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📅 Step-by-Step Process:

✅ Step 1: Prepare the Offer Letter

Use the Offer Letter Template in Google Docs and fill in:

• Candidate Name

• Role/Designation

• Reporting Manager

• Salary (with or without breakup)

• Date of joining

• Location

• Contract Type (Full-time / Intern / Consultant)

• Notice Period / Exit terms

Attach:

• Job Description

• Company Policy document (if applicable)

• Salary Breakup sheet (if separate)

✅ Step 2: Send for Approval

• Share the draft via Slack/Email with the CEO

• Get written approval on:

  • Final CTC

  • Role details

  • Any joining conditions

✅ Step 3: Finalize and Sign

• Digitally sign the document (PDF/Google Docs) or get a manual signature

• Convert the letter to PDF format before sending

✅ Step 4: Email the Offer Letter

Send to the candidate via email with a subject line:

Subject: Cashkr Offer Letter – [Role Name]

Email Body Example:

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CopyEdit

Dear [Candidate Name], Congratulations! We are pleased to offer you the position of [Role] at Cashkr. Please find your official offer letter and related documents attached. Kindly review and confirm your acceptance by replying to this email within 2 days. Best regards, HR Team – Cashkr

Attachments:

• Offer Letter (PDF)

• JD

• Salary Breakup

• Any other required policy document

✅ Step 5: Track & Follow Up

• Mark the candidate as “Offer Sent” in the Hiring Tracker

• Update with response status:

  • Accepted

  • Declined

  • Pending

• Once accepted, proceed to onboarding

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✅ Notes:

• Do not send any offer without CEO approval

• Use version control in file name:
  [CandidateName]Offer_Cashkr[Role]_v1.pdf

• Keep a copy of the final signed version in the HR folder on Drive