Offer Letter FAQs

Find answers to common questions about creating, sending, approving, and managing offer letters in Trakstar Hire.

Can I Remove the Required Placeholders?

No. The following placeholders are required and must remain in every offer letter template:

These placeholders cannot be edited or removed.

Can I Add Additional Placeholders?

Yes. You can create as many custom placeholders as needed to build offer letter templates that fit your organization's requirements. Learn more here.

Why Aren't My Placeholders Working?

Verify the following:

• The custom placeholders have already been created in your account.
• You're using double curly brackets ({{ }} ), not other bracket types.
• All placeholder names are lowercase.
• The placeholder names exactly match those configured in the Offer Placeholders settings.

If a placeholder isn't recognized after making these corrections, re-upload the DOCX template.

Can I Delete an Offer Letter Template?

Offer letter templates cannot be deleted directly within Trakstar Hire.

If you need a template removed, contact Trakstar Support at hire@trakstar.com, and the support team can delete it for you.

What Happens if an Approver Requests Changes?

During the approval process, approvers can either:

• Approve the offer letter, or

• Suggest changes

  

When an approver suggests changes:

• A comment is required.
• The comment is saved in the candidate's Offer tab.
• The comment is also recorded as a private note on the candidate's profile.
• The user who initiated the offer receives an email notification.
• After edits are made and the offer is resubmitted, the approval workflow restarts from the first approval level.

Where Is the Signed Offer Letter Stored?

After both the internal signatory and the candidate have signed the offer letter:

• The signed document is stored in the candidate's Offer tab.
• Anyone with access to the candidate's profile can view or download the signed PDF.
• The candidate also receives a copy by email for their records.

Can I Cancel an Offer Letter?

Yes, but only before the candidate signs it.

You can:

• Edit or cancel an offer letter while it is in the approval process.

• Cancel an offer letter at any time before the candidate signs.

  

Once the candidate has signed the offer letter, the process is complete and the offer letter can no longer be edited or canceled.

Can I Send More Than One Offer Letter to a Candidate?

Only one active offer letter can exist on a candidate's profile at a time.

If an offer letter expires or is canceled, you can generate and send a new one. Previous canceled or expired offer letters remain available in the candidate's Offer tab as part of the record history.

Who Can Use the Offer Letter Templates I Create?

Any user with permission to create and send offer letters can access and use offer letter templates created within your account.

What Electronic Signature Service Is Used?

Trakstar Hire uses HelloSign to collect electronic signatures.

A separate HelloSign account or subscription is not required. Signed PDFs are automatically stored within Trakstar Hire after completion.

Can Offer Letters Be Used for Other Documents?

No.

The offer letter feature is designed specifically for employment offer letters.

If you need candidates to complete additional forms or paperwork, Trakstar recommends using:

• Candidate questionnaires
• The PandaDoc integration
• An external document management process

depending on your organization's needs.

Can I Create Multiple Offer Letter Templates?

Yes.

You can create as many offer letter templates as needed, including separate templates for:

• Departments
• Positions
• Office locations
• Employment types (such as full-time or part-time)
• Any other hiring scenario

This allows recruiters to select the appropriate template when generating an offer.

Which User Roles Can Approve or Sign Offer Letters?

Only the following user roles can approve and sign offer letters:

• Recruiter
• Recruitment Manager
• Super Admin

Other user roles cannot serve as offer approvers or internal signatories.

Who Is Notified When the Candidate Signs?

When a candidate signs an offer letter, the user who originally sent the offer receives an email notification.

Can an External User Approve or Sign an Offer Letter?

No.

All approvers and internal signatories must be users within your Trakstar Hire account and have one of the following roles:

• Recruiter
• Recruitment Manager
• Super Admin

External users cannot participate in the approval or internal signing process.

How Can I Help Prevent Offer Letter Emails from Going to Spam?

Review Trakstar Hire's email deliverability best practices to avoid common spam triggers before sending offer letters or other candidate communications. Following these recommendations can improve the likelihood that emails reach candidates' primary inboxes.

Are you just getting started?  Check out our complete guide to offer letters in Hire here.