When to Use This
You've decided to hire a candidate and need to send them an offer
You want to understand what's included in offer letters
You need to customize offer letter documents for your company
You want to track whether candidates have received and accepted offers
How Offer Letters Work in Sequifi
When you complete the hiring process for a lead, Sequifi sends an offer letter to the candidate via email. The offer letter:
Summarizes the position and compensation
Includes all required documents for signing
Provides login credentials for the candidate
Guides them through the onboarding process
The candidate reviews everything, signs the documents electronically, and completes their profile setup to finalize the hiring process.
What's Included in an Offer Letter
A typical offer letter package includes:
Position Details
Job title and position
Department
Office location
Manager name
Start date
Compensation Information
Commission structure and percentages
Upfront pay amounts (if applicable)
Override percentages (if applicable)
Tier structures (if applicable)
Hiring bonus (if applicable)
Agreement Terms
Agreement start date
Agreement end date (if applicable)
Probationary period (if applicable)
Offer expiration date
Required Documents
Rep agreement or contractor agreement
W-9 tax form
Background check authorization (if required)
Any addendums or special agreements
Step-by-Step Walkthrough
Sending an Offer Letter
Offer letters are sent as part of the hiring process:
Complete the hiring workflow for a lead. Enter all required information about position, compensation, and terms.
Reach the Review and Send step. This is the final step of the hiring process.
Review all details carefully. Verify that everything is correct before sending.
Click "Send Offer." The offer is emailed to the candidate.
Confirm the offer was sent. Look for the success message.
For detailed instructions on the full hiring process, see the "How to Hire a Lead" article.
What the Candidate Receives
When you send an offer, the candidate receives an email containing:
Congratulations message. A welcome message letting them know they've been offered a position.
Link to review the offer. A URL where they can log in and see their offer details.
Instructions for next steps. Guidance on what they need to do to accept the offer.
The candidate clicks the link and is taken to Sequifi where they can:
Review the position and compensation details
Read and sign all required documents
Accept the offer
Tracking Offer Status
To see whether a candidate has received and accepted their offer:
Go to "Hiring" in the left-hand menu.
Click on "Onboarding Employees." This shows everyone who has been sent an offer.
Review the list. You'll see:
Candidate names
When offers were sent
Current status in the onboarding process
Check individual status. Click on a candidate to see:
Which documents they've signed
What steps they've completed
What's still pending
Resending an Offer
If a candidate didn't receive their offer or needs it sent again:
Go to "Hiring" then "Onboarding Employees."
Find the candidate in the list.
Look for a resend option. This may be in a menu or action button.
Click to resend the offer. A new email is sent to the candidate.
Verify their email address is correct. If they still don't receive it, there may be an email issue.
Customizing Offer Letters (Admin)
Admins can configure what documents and information are included in offer letters.
Accessing Offer Letter Settings
Make sure you're in admin view. Click "Switch to Admin" in the upper right corner.
Go to "Sequadox" in the left-hand menu. This is where document templates are managed.
Review offer letter configurations. See which documents are included in offers.
Configuring Documents for Offers
In Sequadox, find offer letter templates.
Click "View and Create" or "Edit."
Review the documents included:
Rep agreement
W-9
Background check authorization
Addendums
Enable or disable documents. Choose which documents are included in offers.
Mark documents as mandatory or optional. Mandatory documents must be signed before onboarding completes.
Save your changes.
Adding Background Checks to Offers
If your company requires background checks:
Go to Sequadox.
Find the offer letter configuration.
Look for "Background Check Authorization Form."
Enable it and mark as mandatory.
Save your changes.
Now when offers are sent, candidates will need to authorize the background check as part of their onboarding.
What Happens After the Offer is Sent
Candidate reviews the offer: They log in and see their position, compensation, and documents.
Candidate signs documents: They electronically sign each required document.
Candidate completes profile: They enter personal information, tax details, and banking information.
Onboarding completes: Once everything is done, they become an active user.
They receive login credentials: They can now log in to Sequifi as a full user.
Tips and Common Mistakes
Verify email addresses before sending. A wrong email means the candidate won't receive their offer.
Set appropriate expiration dates. Give candidates enough time to review but maintain urgency.
Communicate outside the system too. Call or text the candidate to let them know the offer is coming and what to expect.
Follow up on unsigned offers. Check the Onboarding Employees list regularly and reach out to candidates who haven't completed.
Review documents before enabling them. Make sure all documents in your offer package are current and appropriate.
Test the candidate experience. Send yourself a test offer to understand what candidates see.
Be available for questions. Candidates may have questions about their offer. Be ready to help.
Common Questions
What if a candidate has questions about their offer? They should contact you or their hiring manager. Be prepared to explain compensation, position details, and answer any concerns.
Can a candidate negotiate their offer? Negotiation happens outside the system. If you agree to changes, you may need to cancel the original offer and send a new one with updated terms.
What if the offer expires before they accept? You'll need to send a new offer with a new expiration date.
Can I see what documents the candidate has signed? Yes, check their status in the Onboarding Employees section to see which documents are complete.
What if a candidate declines the offer? Move them back to rejected in your pipeline. You can add notes about why they declined for future reference.
Can I send offers to multiple candidates at once? Offers are typically sent one at a time through the hiring workflow. Each candidate needs their own offer with their specific details.
What to Do Next
Now that you understand offer letters, explore these related topics:
How to Hire a Lead – The full hiring process
Background Checks – Adding background checks to your process
Onboarding New Employees – What happens after offers are accepted
First Login Walkthrough – The new hire's experience
If you have questions about offer letters or need help with your document configuration, reach out to your admin or our support team and we'll be happy to assist!