Creating Offer Templates

Introduction

Creating a well-designed offer letter is a crucial part of the onboarding process. It’s more than just a document—it’s a formal agreement outlining mutual expectations between the organization and the new hire.

With Keka’s Offer Letter Templates, you can design professional, branded, and role-specific offer letters that meet your organization’s unique requirements.

Different roles or regions may require customized offer letters. For example:

• A UK offer letter may differ from a US offer letter due to varying legal requirements.

• A leadership-level offer might have different clauses than an offer for a fresher.

Keka simplifies this by letting you create multiple offer letter templates with customizable fields and placeholders. Each template can include an approval workflow for automated reviews before sending offers to candidates.

Creating Offer Letter Templates

1. Navigate to the Onboarding section on your Keka HR dashboard.

2. Select Offer Templates.

3. Click + Create Offer Template to begin.

You’ll be guided through a three-step setup wizard:

Step 1: Setup

• Enter a Template Name and Description.

• You can also add Steps here by Clicking +Add step

• Configure the Offer Letter Workflow by defining who must approve the letter before it’s sent.

  This workflow ensures that the appropriate reviewers are notified each time the template is used.

Step 2: Compose

You can choose to:

• Use the Web Editor to draft your letter directly in Keka, or

• Upload a Microsoft Word document as your offer letter template.

When uploading a Word document:

• Use Field Names and Placeholders provided by Keka to automatically populate dynamic details such as candidate name, job title, compensation, and start date.

• Once finalized, upload the document to Keka.

Step 3: Finalize

• Review your letter content for accuracy.

• Make any last-minute adjustments.

• Click Save to finalize your offer letter template.

  

Editing a Template

1. Go to the Offer Templates section.

2. Locate the template you want to edit.

3. Click the three dots (⋯) next to the template name and select Edit.

4. You’ll be redirected to the Setup or Compose steps to make changes.

5. Save your updates once done.

Cloning or Deleting a Template

Keka provides two useful management options:

• Clone: Create a copy of an existing template to use as a base for a new one.

• Delete: Hide outdated templates to keep your list clean and up to date.

Both options are accessible via the three dots (⋯) next to any template.

Conclusion

By using Offer Letter Templates in Keka, you can streamline the offer creation process and ensure every new hire receives a consistent, professional, and accurate introduction to your organization.