Offer letters, approval and electronic signing

Write and approve

Open a candidate and choose Offer letter and signature. Fill in the company, pay and dates and create a draft, then edit the text. Anything still in [brackets] must be filled in before it can be sent. Ask for approval from the account owner or someone on your team. They get an email, and decide on the Approvals page. Nobody except the owner can approve a letter they asked to have approved. Editing an approved letter sends it back for approval, so what is sent is always exactly what was approved.

Send for signature

Once approved, send it to the candidate's email. They receive a private link where they read the letter and either accept by typing their full name and ticking a confirmation, or decline with an optional reason. The link works for up to 14 days, or until the reply-by date if that is sooner. Send again creates a fresh link and the old one stops working. Withdraw closes the link.

What is recorded

• Who asked for approval, who approved and when.
• When it was sent and to whom.
• The name the candidate typed, the time they signed, and a fingerprint of their network address and browser (never the address itself).
• A SHA-256 fingerprint of the exact letter that was sent. The printable record checks the letter on file against it and says if the text has changed.

Choose Print the record on the offer to open a page you can save as a PDF. When a candidate accepts, they are moved to Offer, you are emailed, and an offer.accepted webhook fires. Declines send offer.declined.

What this signature is, and isn't

This is a simple electronic signature: a typed name and a confirmation, with a record of when and what. It does not verify who the person is. That is enough for many offer letters, but some countries and some contracts need a stronger kind. If you are unsure, ask your lawyer. Rezumz is not a legal adviser.