Your employment offer letter processes need to scale with the business – so how do you create a future-proof contract workflow?
Offer letters mark the exciting beginning of a new employer/employee relationship. But clunky manual processes cause delays and frustration. And as the business continues to grow, this will soon cause major problems. This deep dive explores how companies can scale their workflow for employment offer letters. Use the navigation below to find out more, or explore other contracts, like NDAs or MSAs.
What's an employment offer letter?
The lengthy hiring and interview process is done and you’ve chosen the best candidate; it’s now time to send through a letter to offer them the job. An offer letter provides the candidate with basic information about the role, as well as details on the salary, terms and conditions, start date, and more. It is a touchpoint for negotiations between the candidate and the employer, and you may or may not follow up with a separate, lengthier and more formal employment contract.
Check out our example to see how scaling your employment offer letter workflow can help you delight candidates and accelerate time-to-hire.
Who do offer letters affect?
In the earlier stages of a business, the founders are likely to still be involved in the offer letter process. But once a business reaches a certain size, it might include various other people:
The candidate. Of all the people involved, the candidate is probably the one most affected by the offer letter, and so are a crucial stakeholder in the process. The offer letter tells the candidate they have a job offer, but it also gives them more details about, for example, the role, the terms and conditions of employment, the team they will be joining, and information about access and adjustments.
People operations, HR or talent acquisition teams. These teams usually own the hiring process, and may use applicant tracking systems (ATS) to manage new recruits and to streamline onboarding.
The hiring manager for the role. Who this is will depend on the specific job. They might amend and agree the terms that the letter sets out to reflect what was discussed during the hiring process.
Authorized signatories. This is usually the CEO or someone from the leadership team who signs the offer letter on behalf of the business.
A scaleup’s hiring priorities are usually centred around growth – so the commercial headcount may well get into the hundreds before hiring teams even reach 10
Why scale your offer letter workflow?
If your business is hiring at a steady level, onboarding good candidates and meeting its growth targets, you might think that a scalable process isn’t necessary. But as the company continues to grow, your current non-scaleable process could suddenly stall.
As the business grows, the number of hires will increase. Your current contract workflow might run smoothly when the business is hiring 5, or maybe even 10 people a month, but when that number increases to 20, 50 or 100, a clunky, manual process will create bottlenecks and cause friction.The offer letter process needs to be future-proof.
Not all teams scale proportionally with the business. A scaleup’s hiring priorities are usually centred around growth; new hires for sales and product teams are often prioritized above all else. This means your commercial headcount may well get into the hundreds before hiring teams even reach 10. As your business grows, HR will be dealing with growing numbers of requests from all sides of the organization: they can’t afford to waste time managing version control or back-and-forth negotiations in an email chain.
Things change. No two offer letters are exactly the same: the candidate changes each time, of course, but as the business progresses, company details may change too. Each offer letter needs to reflect the most up-to-date information. And if someone from legal or HR has to manually input or check this information every time, for each offer letter, there will be frustration, delays and risk.
Find out more about scaling employment offer letters in our free eBook, 'Contract automation: start small, win big'.
How to scale your offer letter workflow
To create a collaborative, scaleable and friction-free workflow:
Create the perfect offer letter template
Your offer letter templates will serve every single offer letter you send out, so it’s worth getting the details just right. Think about usability, readability and visual design, as well as where to put and how best to signpost important information. Find out more in our deep dives on simplifying an offer letter and automating an offer letter.
By using a Q&A flow to automatically populate key fields, you can give teams the ability to create their own dynamic and engaging offer letters. This can save time spent on admin work, giving users greater control and oversight, and streamlining the process.
Integrate your contracts with the systems you use
By using a contract collaboration platform like Juro, you can integrate your contract workflow with services such as Slack, Google Drive and Greenhouse. These integrations can help you track applicants and spot where things are getting stuck or slowing down, all while giving you and the necessary people complete visibility of any contract updates.
Kick-start the process and review regularly
Make sure you start small and allow teams to adapt before diving into large-scale automation. Work out where the bottlenecks are using dashboard and analytic features in your contract collaboration platform. And most importantly, review the process regularly and iterate: this will help make sure that your scalable workflow stays scalable.
With these features in place, your supercharged offer letter workflow will be able to handle whatever you throw at it, regardless of how fast your company grows.
Is a poor offer letter process a pain point for your business, hurting your time-to-hire metrics and leading to a bad candidate experience?
Try Juro and see how you can benefit from a flexible DocuSign alternative that enables the business, reduces time-to-hire and gives your candidates the experience they deserve.