Offer letter templates

Last updated: August 25, 2026

Offer letter templates are the Word documents Kula fills in automatically when you send an offer. This article covers how templates work, what fields they support, and how to set one up.

Who can do this: Super Admin, Admin

Where to find it: Settings → Offer → Offer letter templates

What a template is

An offer letter template is a Word document (.docx) with placeholder tokens like {{offer.candidate_name}} or {{offer.salary}} that Kula fills in from the offer's details when you generate the document. A template can be a single document, or — if your organisation has multi-document templates turned on — up to 10 documents attached to one template, each up to 10 MB.

Add a template

  1. Go to Settings → Offer → Offer letter templates.

  2. Click Add template and upload your .docx file(s).

  3. Kula scans the document for tokens and checks that they're valid.

  4. Choose which departments, offices, employment types, or work types this template applies to — or leave it as your organisation's default.

  5. Save the template.

Template status

Status

What it means

Unverified

The template hasn't been checked yet.

Verified

Kula successfully read the template and validated its tokens.

Error

Kula found a problem with the template — usually an invalid or misspelled token.

Available tokens

Templates support tokens grouped by where the data comes from:

  • Offer details — salary, start date, offer date, expiration date, additional bonus, and more

  • Additional compensation — equity type, amount, cliff, vesting period, strike price

  • Candidate details — name, email, phone, address

  • Job details — job title, department, office (including derived office city, state, country, and full address), reporting manager

  • Offer custom fields — any custom fields your organisation has added to offers

You can also use tokens specific to whichever e-signature provider you send through — see Sending offers with e-signature.

How to Edit an Offer Letter Template

  • To edit, hover over the template on the Offer Letter Templates homepage and click the Ellipsis icon. Select Edit, update the Details section, and click Update Template to save changes.

How to Download an Offer Letter Template

  • To download, hover over the template, click the Ellipsis icon, and select Download. The file will download in .docx format.

How to Delete an Offer Letter Template

  • To delete, hover over the template, click the Ellipsis icon, and select Delete. In the confirmation modal, type "DELETE" and click Yes, Delete to confirm.

Good to know

  • A template can hold up to 10 documents, each up to 10 MB.

  • Kula validates every token against a fixed set of supported fields — a token it doesn't recognise puts the template in Error status.

FAQ

  • Why is my offer letter template showing an Error status?

    This usually means one of the tokens in your document isn't a field Kula recognises — check for typos in your {{...}} tokens against the supported token list above. For more, see Creating an offer.

  • Can I use different offer letter templates for different offices?

    Yes — when you add or edit a template, you can scope it to specific departments, offices, employment types, or work types, or leave it as the default for everyone else.

Need help?

If you have questions or need assistance, reach out to us at support@kula.ai or use the in-app chat.