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Offer Letter Templates

How to setup and use templates to automate the send offer letters

Updated over a week ago

Use BrightMove's offer letter solution to generate professional, branded, and personalized offer letters that can be seamlessly sent for electronic signature using our integrated DocuSign platform. With customizable document templates and powerful data substitution fields, you can automate offer details while maintaining a consistent, polished candidate experience.

Note: BrightMove’s offer letter solution currently supports Microsoft Word (.docx) documents only. While the ${}syntax is still supported, future compatibility is not guaranteed; we recommend using the [[ ]] syntax for consistency going forward.

Setup Steps

To get started with your first Offer Letter Template:

  1. Download the sample Generic Offer Letter Template

  2. Edit the template to include your company's branding and messaging.

  3. Upload the document to your BrightMove Document Repository. (For detailed instructions, see the Offer Letter Templates and the Document Repository article.)

Substitution Fields in Offer Letters

The following fields are supported for automated substitution when setting up your Offer Letter Template.

Note: The syntax of substitution fields for Offer Letter Templates is unique and differs from the syntax used in Communication Templates (emails, etc.). If you wish to send an email with dynamic placeholders, see the Communications Templates page for details on email fields and syntax.

The following fields are supported for automated substitution when setting up your Offer Letter Template. Note: The syntax of the substitution fields and the available fields are unique to Offer Letter Templates. They are not the same and the syntax is different from the substitution fields used when creating Communication Templates for emails. If you wish to send an email and dynamically embed values like the recipient's name in the email, see the Communications Templates page for syntax and available fields.

Generic Fields

Field

Code

Notes

Today's Date

[[date]]

The date at which the offer letter is generated.

Offer Fields

Field

Code

Notes

GUID

[[offer.guid]]

Unique Identifier for an Offer.

Offer Date

[[offer.offerDate]]

The official offer date.

Start Date

[[offer.startDate]]

Proposed job start date.

Job Title

[[offer.jobTitle]]

Title of the offered position.

Job Department

[[offer.jobDepartment]]

Department of the offered position.

Job Location

[[offer.jobLocation]]

Location of the offered position.

Job Duration

[[offer.jobDuration]]

Duration of the position.

Employment Type

[[offer.employmentType]]

Type of employment (e.g., Full-time).

Manager Name

[[offer.managerName]]

Reporting Manager's name.

Manager Title

[[offer.managerTitle]]

Reporting Manager's title.

Manager Phone

[[offer.managerPhone]]

Reporting Manager's phone.

Manager Email

[[offer.managerEmail]]

Reporting Manager's email.

Pay

[[offer.pay]]

Compensation, e.g., $55,000 or $25.

Pay Frequency

[[offer.payFrequency]]

Annually, Hourly, etc.

Housing Discount

[[offer.housingDiscount]]

Optional housing discount.

Cell Phone Allowance

[[offer.cellPhoneAllowance]]

Optional allowance.

Generic Note

[[offer.genericNote]]

General note, up to 4000 characters.

Placement Fields

Field

Code

Notes

GUID

[[placement.guid]]

Unique Identifier for a Placement.

Start Date

[[placement.startDate]]

Placement start date.

End Date

[[placement.endDate]]

Placement end date, if applicable.

Pay

[[placement.pay]]

Compensation, e.g., $55,000

Pay Frequency

[[placement.payFrequency]]

Annually, Hourly, etc.

Applicant / Candidate Fields

Field

Code

Notes

GUID

[[applicant.guid]]

Unique Identifier for the Applicant

Full Name

[[applicant.fullName]]

Applicant's full name.

Salutation

[[applicant.salutation]]

Mr., Mrs., Ms., etc.

First Name

[[applicant.firstName]]

Applicant's first name.

Last Name

[[applicant.lastName]]

Applicant's last name.

Email

[[applicant.email]]

Applicant's email address.

Address 1

[[applicant.address1]]

Address line 1.

Address 2

[[applicant.address2]]

Address line 2.

City

[[applicant.city]]

Applicant's city.

State

[[applicant.state]]

Applicant's state.

Postal Code

[[applicant.postalCode]]

Applicant's postal code.

Country

[[applicant.country]]

Applicant's country.

Company Fields

Field

Code

Notes

GUID

[[company.guid]]

Unique Identifier for the Company

Name

[[company.name]]

Company's name.

Website

[[company.website]]

Company's website.

Phone Number

[[company.phoneNumber]]

Company's phone number.

Address 1

[[company.address1]]

Address line 1.

Address 2

[[company.address2]]

Address line 2.

City

[[company.city]]

City

State

[[company.state]]

State

Postal Code

[[company.postalCode]]

Postal/Zip Code

Country

[[company.country]]

Country

Job Fields

Field

Code

Notes

GUID

[[job.guid]]

Unique Identifier for a Job

Job Title

[[job.jobTitle]]

Title of the job.

Client Fields

Field

Code

Notes

Company Name

[[client.companyName]]

Client’s name

Website

[[client.website]]

Client’s website

Address 1

[[client.address1]]

Address line 1

Address 2

[[client.address2]]

Address line 2

City

[[client.city]]

City

State

[[client.state]]

State

Postal Code

[[client.postalCode]]

Postal code

Country

[[client.country]]

Country

Company Info

[[client.companyInfo]]

Client’s info

GUID

[[client.guid]]

Unique Identifier for a Client

Client Contact Fields

Field

Code

Notes

Title

[[clientContact.title]]

Client Contact’s title

Address 1

[[clientContact.address1]]

Address line 1

Address 2

[[clientContact.address2]]

Address line 2

City

[[clientContact.city]]

City

State

[[clientContact.state]]

State

Postal Code

[[clientContact.postalCode]]

Postal code

Country

[[clientContact.country]]

Country

Email

[[clientContact.email]]

Email

Secondary Email

[[clientContact.secondaryEmail]]

Secondary email

Phone

[[clientContact.phone]]

Main phone

Client Office Fields

Field

Code

Notes

Office Name

[[clientOffice.officeName]]

Client Office name

Address 1

[[clientOffice.address1]]

Address line 1

Address 2

[[clientOffice.address2]]

Address line 2

City

[[clientOffice.city]]

City

State

[[clientOffice.state]]

State

Postal Code

[[clientOffice.postalCode]]

Postal code

Country

[[clientOffice.country]]

Country

Phone

[[clientOffice.phone]]

Main phone

GUID

[[clientOffice.guid]]

Unique Identifier for a Client Office

Recruiter / Current User Fields

Field

Code

Notes

GUID

[[recruiter.guid]]

Unique Identifier for a User

Full Name

[[recruiter.fullName]]

User’s full name in First Last order

First Name

[[recruiter.firstName]]

User’s first name

Last Name

[[recruiter.lastName]]

User’s last name

Email

[[recruiter.email]]

User’s email

Phone

[[recruiter.phone]]

User’s phone

Title

[[recruiter.title]]

User’s title

Using User Defined Fields (UDFs) in Offer Letters

User Defined Fields (UDFs) allow you to create custom fields for various entities. Only Job, Applicant, and Placement UDFs are supported in offer letters. Field data from these entities can be inserted into offer letter templates using automated substitution.

Creating UDFs for Offer Letter Templates

  1. Go to Settings > User Defined Fields.

  2. Create a new section or edit an existing one.

  3. Enable Applicant, Job, and/or Placement entities as needed.

Supported field types:
• Text
• Text Area
• Checkbox (returns true or false)
• Select Drop Down
• Number
• Currency
• Date
• Date/Time (sender’s time zone)
• Read-only Text

Note: Separator fields are not supported in offer letters.

Using UDFs in Templates

Each field has a Field Key shown in the View Section page. Click the key to copy it, then wrap the key in [[ ]] for substitution.

You may see keys for multiple entity types, but only Applicant, Job, and Placement keys are supported in offer letters.

Example:
If your field key is udf.applicant.favorite_color, you would insert [[udf.applicant.favorite_color]] in your document.

Format guidelines

The format is based on the entity type:

  • [[udf.applicant.field_key]]

  • [[udf.job.field_key]]

  • [[udf.placement.field_key]]

⚠️ Important: If you later change a UDF key, remember to update any templates using that key, or they will break.

Final Steps

  1. Add your UDF keys in the document template using the above format.

  2. Upload the document to your Document Repository. (For detailed instructions, see the Offer Letter Templates and the Document Repository article.)

  3. Go to the applicant record, create the offer, and select your document.

  4. Send the signature packet.

The document will automatically populate with data from the entity’s UDF fields.

A screenshot of a computer Description automatically generated

Signing Tab Anchors

Offer letter templates support up to two signers per packet. Signing Tab anchors specify where each recipient should sign, initial, or date.

Signer 1

Field

Code

Notes

Signature 1

/sn1/

Signer 1 Signature

Initial 1

/ih1/

Signer 1 Initials

Date Signed 1

/ds1/

Signer 1 Date

Signer 2

Field

Code

Notes

Signature 2

/sn2/

Signer 2 Signature

Initial 2

/ih2/

Signer 2 Initials

Date Signed 2

/ds2/

Signer 2 Date

Note: These anchors place the signature directly on top of the anchor text. To keep the document clean, set the anchor text color the same as your background color.

Once your document updates are complete, your final product should resemble the following:
​​

Related Articles
Offer Letters & Document Signing User Guide
Offer Letter Templates and the Document Repository
Create an Offer
Communication Templates
Send to Draft vs Send Offer Letter
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