Offer Letters

Offer Letters is the record of the offers your company has extended to job applicants. Each offer letter is tracked with a status (Accept / Pending), an expiry date, and a joining date, so you can see at a glance which offers are still awaiting a response and which have been accepted. It sits at the offer stage of the recruitment pipeline, between interviews and hiring.

Who can use it

Users whose role grants access to the Recruitment module. If Offer Letters is not visible in your sidebar, ask an admin to review your permissions — permission changes take effect after you log out and log back in.

Prerequisites

At least one job posting exists in Jobs (/account/jobs).
The candidate exists as a job application under Job Applications (/account/job-applications).

How to Access

Sidebar → Recruit → Offer Letters — /account/job-offer-letter

Related recruitment screens: Recruitment Dashboard /account/recruit-dashboard · Jobs /account/jobs · Job Applications /account/job-applications · Interview Schedule /account/interview-schedule · Candidate Database /account/candidate-database · Recruitment Reports /account/recruit-job-report.

Creating and tracking an offer letter

Go to /account/job-offer-letter.
Start a new offer letter and choose the job and the job applicant it belongs to.
Set the expiry date — the date by which the candidate is expected to respond.
Set the joining date — the proposed first day of employment.
Save the offer letter. It is listed with the status Pending.
When the candidate confirms, set the status to Accept. Offers that are still Pending past their expiry date should be reviewed and either re-issued with a new expiry date or closed out.

When filling in the form, dropdown answers display the label of the option you selected, and file inputs display the name of the file you attached, so you can confirm your entries before saving.

Effect on other features

Recruitment pipeline: the offer stage sits in the default pipeline applied → screening → phone_screen → interview_round_1 → interview_round_2 → assessment → offer → hired / rejected / withdrawn / on_hold. Moving a candidate forward or backward through these stages is done on the job application record.
Job Applications: the offer letter is tied to a specific applicant, so the applicant record is the place to review the candidate's full history alongside the offer.
Candidate Database: candidates remain in /account/candidate-database and can be reused for future job postings regardless of the outcome of a single offer.
Recruitment Reports: offer activity is visible through the recruitment reporting at /account/recruit-job-report.

Limitations

Only two statuses are tracked — Accept and Pending. There is no separate Declined, Withdrawn or Expired status. Workaround: keep declined or withdrawn offers as Pending until you record the outcome elsewhere — move the applicant to the rejected or withdrawn pipeline stage on their job application, which is where the final outcome should live.
Offers do not expire automatically. The expiry date is a tracked field, not an automated action. Workaround: sort or scan the Offer Letters list by expiry date on a regular cadence (for example weekly) and follow up on anything past its date.
Creating an offer letter does not create an employee record. Workaround: once a candidate accepts, create the employee manually at /account/employees/create and re-enter the joining date from the offer.

Troubleshooting

Offer Letters is not in the sidebar. Your role may not include Recruitment access. Ask an admin to grant it, then log out and log back in — permission changes only apply after re-login.

The candidate you want isn't selectable on the offer. An offer letter is raised against an existing job application. Confirm the candidate has an application under /account/job-applications for the correct job posting, and create one if it's missing.

How do I send the offer details to a candidate? Offer Letters are internal records — the system does not automatically email offer documents to candidates. Prepare the offer letter outside PMSuite (PDF, email, etc.) and send it through your usual channel. Use the PMSuite record to track the status and dates.

An accepted offer still shows Pending. The status is set manually. Open the offer letter and change the status to Accept.

Interview Scheduling Reports