HR Offer Letter Automation

Offer Letter itself is a crucial document for any individual. So one preparing the letter has to take the utmost care. It requires lots of time for HR professionals to prepare it. And it is sometimes boring also as the content in it is more or less the same.

We can try to make this boring job less time consuming say preparing 10 offer letters within 1 min with the help of automation. Let me explain to you the process of automation in detail.

For understanding the automation and its importance, it is very important to understand the pain points faced by HR professional

What are the pain points?

Offer Letters have their own specific pain points that frustrate hiring teams and candidates alike. These are some of the most commonplace:

Duplication of work: “I have to manually enter the same data in a Word document that I entered in our ATS – what a waste of time.”

Data integrity: “Despite all the repeated data entry, the data in our various systems still don’t seem to match. We risk making mistakes in our letters, which looks really unprofessional.”

Wasted time: “This manual process of printing, scanning, posting, and so on takes too long. We’re missing out on talent because we can’t get offers out fast enough.”

Poor candidate experience: “We’re a tech company claiming to be disruptive and innovative, but our candidate experience is something from the 1970s. Our Offer Letters look just like everyone else’s do – we don’t stand out.”

Why to Adopt Automation

Rich, dynamic editor: to include images and GIFs for branding, as well as tables and charts to codify remuneration, pension, stock options and so on, you’ll need a dynamic text editor

Internal commenting: this feature is useful for people teams and hiring managers to make changes before sending the letter out. External negotiation is less common on offer letters; typically this is done through recruiters or over the phone

eSignature: to increase time-to-hire, a secure, mobile-responsive eSignature solution is more or less essential. Let your candidates accept your job offer on their phones as they walk back from a successful interview

Mass generation: a related feature for HR users is the ability to create letters varying employment terms at scale. This is relevant in the context of, for example, high-growth scaleups with hundreds of employees receiving a new equity award: you can use a contracts platform like Juro to mass-generate those variation letters and have them signed

Greenhouse: to ensure reliable, synchronized data across your ATS and your contract management system, an integration is helpful. High-growth tech businesses often use Greenhouse to track applicants, although other legacy providers are of course available

Slack: aside from the obvious collaboration benefits of integrating with Slack, it’s great for company culture if team members have visibility and are notified when new joiners sign their contracts

Benefits of Automations:

Data integrity: by integrating your ATS with your automated contract workflow, you can remove the risk of discrepancies and errors across your Offer Letters

Less admin work: an automated workflow means never having to copy and paste text from an old template in Word, nor having to print, post, sign and scan hard copies of documents. Spend more time finding great candidates instead

Faster time-to-hire: if you can send offer letters out within minutes of making a decision, and have candidate’s eSign on any device, it’s likely to decrease your time to hire and give you an edge in the war for talent

Employer branding: if your offer letters are attractive, dynamic, and digital and branded, they reflect well on your company and stand out from the crowd

With an automated workflow, a feasible end-to-end time for generating, issuing and securing signature on an Offer Letter is less than one hour. 

A representative customer reported that they were able to generate, send, and agree 1400 such documents, with more than 300 amendments, across 13 jurisdictions, inside two weeks. Such time savings have a significant impact on people’s teams’ ability to move quickly, secure the best talent, and help their companies to grow.

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