Offer Letter Delivery Email Workflow for Outlook
Deliver an offer letter to a candidate and walk them through next steps after accepting. Copy this ready-to-use Outlook email template, or use it as a reusable Toggles workflow with variables, recipients, attachments, and team sharing.
Free to try. No automatic sending - review every draft before sending.
Copy/paste template
Copy the offer letter delivery email template
Use this once as a regular Outlook template, or launch the full Toggles workflow when you send it repeatedly.
What this template helps you avoid
Common email risks
- Missing required details
- Rewriting the same email manually
- Inconsistent wording across a team
- Forgetting attachments, links, recipients, or preparation notes
Fields your team can fill in
To
Add recipients
Cc
Add recipients
Bcc
Add recipients
Subject
Offer Letter — position_title at company_name
offer-letter
Hi candidate_first_name,
I'm thrilled to share that company_name would like to formally extend an offer for the position_title role. This is exciting news, and I know the team is genuinely looking forward to having you on board.
OFFER DETAILS
• Position: position_title
• Company: company_name
• Base Salary: $salary annually
• Proposed Start Date: start_date
• Offer Expiration: offer_expiration
The full offer letter is attached. Please read it carefully in its entirety — it contains important information about compensation, benefits, employment terms, and any contingencies such as background check or drug screening requirements.
BEFORE YOU SIGN
Make sure you're comfortable with all the terms. If you have questions about anything in the letter — especially around equity, non-competes, or benefits enrollment — now is the time to ask. I'm here to help you navigate the conversation with the employer if needed.
AFTER YOU SIGN
Once you've returned the signed offer letter, you'll receive onboarding paperwork from company_name's HR team. Please respond to those quickly — delays in paperwork can sometimes affect a start date.
Congratulations again — this is a great opportunity and you worked hard to earn it. Call me at me::phone if you have any questions before signing.
Workflow context
When to use this workflow
Use this workflow when delivering an offer letter to a candidate and explaining the next steps after acceptance.
What this replaces
This replaces manually drafting offer emails, checking offer expiration dates, and confirming the offer letter attachment is included before sending.
Why teams standardize this email
Offer emails should be warm, clear, and complete. A workflow helps recruiting teams include key terms and instructions while keeping every offer reviewable before sending.
What Toggles adds beyond a normal Outlook template
Toggles inserts the workflow directly in Outlook, prompts for variables, prepares operational details, and keeps the draft editable before sending.
- Inserts the offer letter delivery email in Outlook
- Prompts for candidate name, position title, company name, start date, salary, offer expiration, and phone number
- Adds a candidate and role-specific subject line
- Can require the offer letter attachment
- Keeps the draft editable before sending
FAQ
Does Toggles generate the offer letter?
No. Toggles can require the offer letter attachment, but the offer letter comes from your HR or recruiting process.
Can salary or start date details be reviewed before sending?
Yes. The email is prepared as an editable Outlook draft.
Can this be shared with recruiting teams?
Yes. Approved workflows can be shared so offer delivery stays consistent.
Part of a starter pack
Explore the Human Resources Starter Pack
Help HR teams send consistent interview, candidate follow-up, offer, onboarding, policy, reminder, and employee coordination emails in Outlook.
Email workflow audit
Make sure this is the right workflow to standardize first
Use the audit to compare repeatable Outlook emails by volume, risk, and complexity before choosing the first workflow for your team.
How it works
Use this workflow inside Outlook without rebuilding the email manually
Standardize the full process, then let your team launch the same complete email whenever they need it.
Add this workflow
Add this example to Outlook so the full email process is ready to use right away.
Install this workflow →
Open it in Outlook
Launch it from the compose window where your team already works.
Review, fill, and send
Review the remaining fields, then send with the right message already in place.
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Roll out the standard
Standardize this process in Outlook
Start with one workflow, then give your team the same approved message, recipients, attachments, and structure every time.
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