Creating and sending an offer
Last updated: September 26, 2026
This article takes you through an offer from start to finish: filling in the offer details, generating the offer letter, getting approval, sending it to the candidate and recording their answer.
Who can do this: Super Admin, Admin, and the Recruiter or Hiring Manager on the job's hiring team. Approvers are set in your offer approval workflow.
Where to find it: the candidate's application → actions menu → Create offer. You can also use Create offer on the candidate's row in the job's candidate list. Once an offer exists, it's on the application's Current job tab, in the Offer stage.
How an offer works
Create the offer: fill in the details and choose an offer letter template.
Generate the offer letter: Kula fills your template with the offer details and shows you a preview.
Get approval, if your organization uses offer approvals.
Send it by email through Kula or through an e-signature provider.
Record the answer: accepted or rejected.
Before you start
One active offer per application. If the candidate already has an offer, you'll see Edit offer instead of Create offer. To start again, delete the existing offer first.
Requisitions. If your organization uses requisitions, every offer must be linked to one. See Setting up requisitions.
Offer letter templates. An admin sets these up in advance. See Offer letter templates.
Step 1: Fill in the offer details
Open the candidate's application, open the actions menu and click Create offer.
Fill in the Details step. The fields are grouped as follows:
Section | Fields |
|---|---|
Candidate details | Name, Email, Phone, Address |
Job details | Job title, Department, Office, Reporting manager, Req ID (if you use requisitions) |
Offer details | Offer date, Start date, Offer expiration date, Salary (with currency and Salary frequency: hourly, daily, weekly, bi-weekly, monthly or yearly) |
Additional compensation | Additional bonus (one-time), and equity: Type of equity (money or units), Stock award type, Equity units or Equity money, Equity strike price, Vesting period, Equity cliff and Post cliff vesting cycle |
Custom fields | Any offer fields your organization has added |
Click Next: Offer template.
Which fields you see, and which are required, depends on your organization's offer field settings. See How to create and manage offer fields.
If the offer is linked to a requisition and the salary is higher than the requisition's salary range, the salary shows an Above range tag.
Step 2: Choose the offer letter template
In Select template, choose the template for the offer letter.
Check the token panel. Tokens are the placeholders in the template, such as the candidate's name or salary, that Kula fills in from the offer details.
- All tokens verified: you're ready to continue.
- Fields not filled for tokens present in the template: go back and fill in those fields. A field the template needs is marked "This field is mandatory to use the selected offer template".
- Invalid tokens: the template has placeholders Kula doesn't recognize. An admin needs to fix the template before you can continue.Click Generate offer.
Step 3: Check the preview
Kula generates the offer letter and shows Preview offer: the document exactly as the candidate will receive it.
To change something, click Edit parameters, update the details and generate again.
To keep a copy, download the document.
If you see Document generation failed, check the template's tokens and try again.
The offer is saved as a Draft. You'll see "Offer draft saved successfully".
Step 4: Get approval
If your organization uses offer approvals, click Send for approval on the offer. In the approval request you can:
Add a note for the approvers, for example why the salary is above range.
Attach files, from the candidate's files or by uploading a new document. If the attachments are too large, Kula warns you that the approval email may not be delivered.
Insert the candidate's scorecard history, a table of their completed scorecards with each interviewer's rating.
Approvers are notified and click View & approve offer. They can Approve (with an optional reason) or reject (with a required reason). An admin can also Approve on behalf of an approver. The offer shows Pending approval until everyone has approved, then Offer approved. See Approving or rejecting an offer and Creating offer approvals.
If your organization doesn't use approvals, the offer is ready to send as soon as the letter is generated.
Step 5: Send the offer
Click Send offer and choose how to send it. You'll only see the e-signature providers your organization has connected.
Option | What happens |
|---|---|
Send with Kula | Kula emails the candidate with the offer letter attached |
Send with Docusign | Opens a preview in DocuSign. You can send now or use Send Later to schedule it in DocuSign |
Send with PandaDoc or Send with Adobe Sign | Sends the offer for e-signature through that provider |
Generate with SpotDraft | Uploads the document to SpotDraft. The candidate isn't notified until someone places the signature fields in SpotDraft |
Click Send offer → Send with Kula.
Write the email from scratch or pick an email template. The default subject is "Congratulations! Your Offer for {{job.title}}", and the offer letter is attached.
Click Send offer. You'll see "Email sent to candidate", and the status changes to Offer sent. Sending for e-signature
You set the e-sign details: the contract name, whether someone from your company also needs to sign (Company signer), and the Order of signing. For setup and signing details, see Setting up e-signature.
Step 6: Record the candidate's answer
Sent with Kula: there's no page for the candidate to accept or decline, so record their reply yourself. Open the offer's menu and choose Mark as Accepted or Mark as Rejected.
Sent for e-signature: the offer updates on its own when the candidate signs (Accepted by candidate) or declines (Rejected by candidate).
When an offer is accepted, a linked requisition is marked Filled. Move the candidate to the Hired stage when they've accepted. See Marking a candidate as hired.
Managing an offer
The offer's menu has:
View offer: open the offer and its documents.
Edit offer: change the details. See Customising offer details.
Upload document: replace the generated letter with your own file.
Mark as Accepted / Mark as Rejected
Delete offer
Offer history on the offer shows every change, approval and status update.
Regenerating the offer, or uploading a replacement, after it has gone out for e-signature voids the existing envelope in that provider. Kula warns you first. See Editing or revoking a sent offer.
Good to know
One active offer per application. Delete the current offer before creating a new one.
Requisitions update automatically. Accepting an offer linked to a requisition fills it; declining, deleting or changing the linked requisition reopens it.
Offers don't expire on their own. The Offer expiration date appears on the letter and approval emails, but the status doesn't change when it passes. Follow up or delete the offer.
The candidate's name and email can't be changed once the offer is created.
Editing an approved offer can send it back for approval if fields such as salary, department, office or job title are set to need approval.
What each status means: see Offer statuses in Kula.
FAQ
Why can't I create a second offer for a candidate?
Kula allows one active offer per application. Use Edit offer, or delete the existing offer first. Why am I asked for a requisition?
Your organization uses requisitions, so every offer must be linked to one.
Why can't I continue past the template step?
The template has tokens with no matching field filled in, or invalid tokens. Fill in the missing fields, or ask an admin to fix the template.
Why can't I send the offer yet?
If your organization uses offer approvals, the offer must show Offer approved first. Can I send the offer later?
With DocuSign, use Send Later in the DocuSign preview to schedule it. The candidate accepted by email. How do I update the offer?
Open the offer's menu and choose Mark as Accepted. Can I use my own offer letter instead of a template?
Yes. Use Upload document in the offer's menu to replace the generated letter. What does "Above range" mean?
The salary is higher than the salary range on the linked requisition. Mention why in your note to approvers.
Need help?
If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.