How to send bulk offer letters

Steps

1. 1

   Export approved offers

   Start only after compensation, role title, reporting manager, work location, and start date have been approved. Export one row per candidate from your recruiting tracker and remove internal notes that should not appear in the letter. Keep column names short and stable, such as candidate_name, role_title, annual_salary, start_date, and response_deadline, so the template mapping is easy to inspect.

2. 2

   Prepare the letter template

   Open the offer letter template and confirm the fixed language matches your current legal and people operations guidance. Replace only the candidate-specific details with Liquid variables. If different countries or employment types need different clauses, decide whether those belong in separate templates or in carefully reviewed conditional sections before generating the batch.

3. 3

   Preview sensitive rows

   Render a handful of offers before running the full list. Include examples with long names, remote locations, unusual start dates, and the highest compensation values in the batch. Check that salary formatting, response deadlines, signer details, and line wrapping all look correct because candidates will treat this document as authoritative.

4. 4

   Generate and route for approval

   Generate the final PDFs once the preview looks right. Download the batch, match each file back to its candidate record, and send it through your normal approval or e-signature workflow. Preserve the source CSV with the generated files so your team can answer questions about exactly which data produced each letter.