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When to Use This
You're setting up Sequifi for the first time and need to configure offer letters
You want to add or remove documents from your offer letter package
You need to create different offer letter templates for different positions
You want to customize what new hires receive and sign during onboarding
Who Can Create and Edit Offer Letters
Creating and editing offer letter templates requires admin-level access. This is typically done during initial setup and when your hiring documents need to change.
Understanding Offer Letters in Sequifi
An offer letter in Sequifi is actually a package that includes:
Position and compensation summary Details about the role, commission structure, and agreement terms generated from the hiring workflow.
Required documents Legal agreements and forms the new hire must sign:
Rep agreement or contractor agreement
W-9 tax form
Background check authorization
Any addendums or special agreements
Onboarding workflow The process the new hire follows to provide their information and complete signing.
When you "create" an offer letter, you're configuring which documents are included and how the package is assembled.
Step-by-Step Walkthrough
Accessing Offer Letter Settings
Make sure you're in admin view. Click "Switch to Admin" in the upper right corner if needed.
Click on "Sequadoc" in the left-hand menu. This is where all document templates are managed.
Review your offer letter configurations. You'll see existing templates and options to create or edit.
Viewing Existing Offer Letter Templates
In Sequadoc, find your offer letter templates. These may be listed as "Offer Letters" or by template name.
Click "View and Create" or similar option.
Review what's configured:
Template name
Included documents
Which documents are mandatory vs. optional
Any special settings
Creating a New Offer Letter Template
In Sequadoc, look for an option to create a new template.
Click "Create" or "Add New Template."
Enter a template name. Use something descriptive that identifies when to use it:
"Standard Sales Rep Offer"
"Management Offer Letter"
"Setter Position Offer"
"California Offer Letter" (for state-specific requirements)
Select which documents to include. Choose from available documents:
Rep Agreement
W-9
Background Check Authorization
Non-Compete Agreement
Housing Agreement
Equipment Agreement
Custom addendums
Mark each document as mandatory or optional.
Mandatory: New hire must sign to complete onboarding
Optional: New hire can skip if not applicable
Set the document order. Arrange documents in the order they should appear to the new hire.
Configure any additional settings. Depending on your setup:
Email notification text
Expiration settings
Approval requirements
Save the template.
Editing an Existing Offer Letter Template
Find the template you want to edit.
Click "Edit."
Make your changes:
Add or remove documents
Change mandatory/optional settings
Reorder documents
Update template name
Save your changes.
Note: Changes affect future offers. Offers already sent use the configuration at the time they were sent.
Adding Documents to an Offer Letter
To add a document that isn't already available:
First, upload the document to Sequadoc. The document must exist in your document library.
Go to your offer letter template.
Click "Edit."
Look for an option to add documents.
Select the document from your library.
Configure its settings:
Mandatory or optional
Position in the document order
Any signature requirements
Save your changes.
Removing Documents from an Offer Letter
Go to your offer letter template.
Click "Edit."
Find the document you want to remove.
Click to remove or disable it.
Save your changes.
The document remains in your library but won't be included in offers using this template.
Creating Position-Specific Templates
If different positions need different documents:
Example: Sales Rep vs. Manager
Sales Rep Offer Letter:
Rep Agreement
W-9
Background Check Authorization
Commission Addendum
Manager Offer Letter:
Management Agreement
W-9
Background Check Authorization
Non-Compete Agreement
Override Structure Addendum
To set this up:
Create separate templates for each position type.
Configure each with the appropriate documents.
When hiring, select the template that matches the position.
Creating State-Specific Templates
If certain states require additional disclosures or documents:
Create templates for states with special requirements.
"California Offer Letter"
"New York Offer Letter"
Include state-specific documents in those templates.
State disclosure forms
State-specific agreements
Required notices
Use the appropriate template based on where the hire will work.
Document Types Explained
Rep Agreement / Contractor Agreement
The main employment document that covers:
Position and responsibilities
Commission structure
Payment terms
Agreement duration
Termination conditions
Company policies
This is typically mandatory for all hires.
W-9 Tax Form
IRS form collecting taxpayer identification information:
Legal name
Address
Social Security Number or EIN
Tax classification
Required for 1099 reporting. Always mandatory.
Background Check Authorization
Authorizes the company to conduct a background check:
Consent to check
Types of checks authorized
Candidate rights notification
Include if your company requires background checks.
Non-Compete / Non-Solicitation Agreement
Restricts competitive activities:
Working for competitors
Soliciting customers
Soliciting employees
Include based on your company policy and state laws.
Addendums
Additional documents covering specific terms:
Bonus structures
Tier agreements
Housing arrangements
Equipment agreements
Special compensation terms
Include as needed for specific situations.
Tips and Common Mistakes
Review documents with legal counsel. Ensure all agreements comply with applicable laws before using them.
Keep templates organized. Use clear names so anyone can identify which template to use.
Don't include unnecessary documents. Only include documents that are actually needed for each position.
Mark the right documents as mandatory. Critical documents like rep agreements and W-9s should always be mandatory.
Test the candidate experience. Send yourself a test offer to see what new hires experience.
Update templates when laws change. Employment laws change. Review and update documents periodically.
Consider the signing order. Put the most important documents first so candidates don't abandon before completing.
Keep versions. When making significant changes, consider creating a new template rather than editing, so you have a record.
Common Questions
Can I have multiple offer letter templates? Yes, create as many templates as you need for different positions, locations, or situations.
What happens if I edit a template after sending offers? Offers already sent are not affected. Changes apply only to future offers.
Can candidates see all documents before signing? Yes, they can review each document before signing. They sign each one individually.
What if a candidate refuses to sign a mandatory document? They cannot complete onboarding without signing mandatory documents. You'll need to discuss with them or reconsider the hire.
Can I use different templates for the same position? Yes, you choose the template when hiring. You might use different templates for the same position based on location or special circumstances.
How do I add my company logo to documents? Document branding is typically configured in the document templates themselves. Work with Sequifi support for custom branding options.
What to Do Next
Now that you understand offer letter creation, explore these related topics:
Adding Background Checks – Include background checks in your process
Managing Rep Agreements – Maintain your agreement documents
How to Hire a Lead – Send offer letters during hiring
Sending Offer Letters – The offer delivery process
If you have questions about creating offer letters or need help configuring your document packages, reach out to our support team and we'll be happy to assist!