Send and Track Offer Letters for E-Signature
Offer letter signing software for HR teams: reusable templates, AI field setup, automatic countersigning order and live tracking — send and track in minutes, with no per-document fees.
From $10 per user/month ($8/user/month billed annually) · Unlimited documents and signers · No per-document fees
Can an offer letter be signed electronically?
In many jurisdictions, yes. Electronic signatures are commonly used for offer letters and employment documents, provided the signing method and document meet the applicable legal requirements. SignNXT records signer activity, timestamps and supporting audit evidence. Requirements can vary by jurisdiction and document type, so organisations should obtain legal advice where necessary.
Why Speed Matters When Sending Offer Letters
Faster signing reduces the delay during which candidates may reconsider or receive competing offers. Candidates increasingly expect to review and sign from a phone — with SignNXT they click an email link and sign from any device, with no account, app or printer. And instead of wondering whether the letter was even opened, you see sent → viewed → signed in real time.
Want the full workflow walkthrough? Read the step-by-step offer letter e-signature guide.
The offer workflow, handled
Start from a template
Build the offer letter once as a reusable template with roles — "HR Manager", "Candidate", a countersignatory if needed — and map real people at send time.
Reusable templatesAI sets up the document
SignNXT's AI detects and places signature, date, name and text fields, while identifying smart merge fields for candidate-specific information. Review and adjust every suggestion before sending. Included on every plan.
AI Auto-DetectCountersign in order
With sequential signing order, your internal signatory signs first and the candidate is invited automatically afterwards — they always receive a clean, countersigned offer.
Sequential signing orderTrack to completion
Automatic reminders nudge whoever's turn it is; one-click manual reminders go out from the document status report. When signing completes, the completed records are ready to download and store.
Document status reportBuilt for the way offers actually go out
Reusable templates with roles
Professional planOne approved offer letter, mapped to real people per send. No more "which version did we send?".
Smart merge fields — data from your records, not your keyboard
Seven merge-field types (including checkbox and dropdown) auto-fill each candidate's name, role, salary and start date, helping reduce manual-entry errors.
Batch offers with mail merge
Professional planGraduate intake, seasonal cohort, new branch: upload a spreadsheet or pick a saved contact list and every candidate receives their own personalised offer in one mail-merge campaign — up to 100 recipients per day per user, tracked per candidate, with a one-click ZIP download of every signed letter.
Explore mail mergeOffer expiry, decline and void
Set a document expiry so an offer can't be signed after it lapses. If a candidate declines, their reason is captured in the audit trail; you can void a sent offer with a recorded reason and reissue.
Evidence behind every signature
SignNXT records document and signer activity with timestamps and signer details. Signature events include IP-address evidence, and completed documents can include a verifiable Certificate of Completion.
Review security featuresYour brand on the email
Professional planSigning emails carry your logo, brand colour and company name — offers look like they came from you.
Offer letters are one part of the hiring paper trail — see everything SignNXT for HR teams handles, from contracts to onboarding packs.
Straightforward pricing for HR teams
| Plan | Price | Best for | What you get for offers |
|---|---|---|---|
| Starter | $10/user/month ($8/user/month billed annually, save 20%) | Occasional offers | Unlimited documents and signers, AI Auto-Detect, signing order, reminders, audit trail, Certificate of Completion |
| Professional | $20/user/month ($16/user/month billed annually, save 20%) | Recurring hiring | Everything in Starter, plus reusable templates with roles, smart merge fields, mail merge (100/day/user), saved contacts, custom branding |
No per-document or per-envelope fees — send every offer, contract and onboarding pack on one flat per-user price.
Frequently asked questions
- What should offer letter signing software include?
- For recurring hiring: reusable templates with signing roles, automatic field setup, a countersigning order, per-candidate tracking with reminders, and audit evidence behind each signature. SignNXT includes all five, with templates and bulk sending on the Professional plan.
- Does the candidate need an account to sign the offer?
- No. Candidates open a secure email link and sign from any phone, tablet or browser — no signup, app or password.
- Can offers be countersigned internally before the candidate receives them?
- Yes. Sequential signing order routes the document to your internal signatory first; the candidate is invited automatically once countersigning is complete.
- Can we send a whole intake of offers at once?
- Yes. Mail merge personalises each offer from a spreadsheet or saved contact list — names, roles, salaries and start dates filled per candidate — with signing status tracked per person. Available on Professional, up to 100 recipients per day per user.
- What record do we have if an offer is later disputed?
- SignNXT records document and signer activity with timestamps and signer details, including IP-address evidence for signature events. Completed documents can include a Certificate of Completion that is verifiable by certificate ID.
Send your next offer in minutes
Upload your real offer letter, click ✨ Auto-detect fields, review the suggestions, and send it — countersigned, tracked and stored without a printer in sight.
Unlimited documents and signers · 7-day free trial · Cancel anytime