How to Create an Offer Letter Template in Horilla HRMS

When a candidate reaches the final stage of recruitment, the offer letter becomes the most crucial and anticipated part of the process. It represents the candidate’s first step into your organization and helps establish a positive and professional beginning to their experience.

In Horilla HRMS, this process is simplified and automated using the Mail Template Editor. Rather than drafting the same content repeatedly, HR teams can create a reusable offer letter template that auto-fills candidate-specific information — saving time, improving accuracy, and ensuring a professional touch in every communication.

This guide walks you through how to create a custom offer letter email template in Horilla, complete with dynamic fields and formatting options.

How to Create an Offer Letter Template

1. Go to Mail Templates

Log in to your Horilla HRMS admin dashboard. Navigate to Configurations → Mail Templates.

Click “+ Create” to open the create form

This will open up the Mail Template Editor interface, where you can configure all the details of your template.

2. Fill Basic Template Details

Title/Subject: Congratulations on Your Selection Next, in the Email Body Editor, you can draft the body of your offer letter. You can apply formatting (bold, italics, color) and insert dynamic placeholders to personalize the content using the editor toolbar.

In the editor box, write the body of your offer letter. You can use dynamic placeholders to pull in candidate-specific data.

Here’s an example structure for the mail body:

Dear {{ instance.get_full_name }},

We are excited to offer you the position of {{ instance.get_job_position }} at {{ instance.get_company }}.

Your official start date is {{ instance.joining_date }}, and the role is classified as {{ instance.get_job_position }}.

Please review the attached offer letter document for complete terms and details.

We look forward to having you onboard.

Best regards,  
{{ self.get_full_name }}  
{{ self.get_company }}

Company:

Select the relevant company from the dropdown. This ensures the template applies to the right entity within multi-company setups.

3. Use Dynamic Data for Personalization

Horilla HRMS supports dynamic placeholders, which automatically fetch and populate data related to the candidate, company, and sender (HR personnel). This automated approach improves efficiency and keeps your messages accurate.

Here are some commonly used placeholders for offer letters:

• Candidate Name:      {{ instance.get_full_name }}
• Job Position: {{ instance.get_job_position }}
• Company Name:       {{ instance.get_company }}
• Employee Type:        {{ instance.get_employee_type }}
• Joining Date: {{ instance.joining_date }}
• HR Name:       {{ self.get_full_name }}
• HR Company:            {{ self.get_company }}

Tip: As you begin typing {, Horilla will automatically suggest available fields. This helps you quickly find and insert placeholders without needing to memorize them.

This dynamic data system ensures that your offer letter is always relevant, accurate, and customized for each individual recipient.

4. Save the Template

Once you’re satisfied with your content and formatting: Click the “Save” button.

Your offer letter will now appear in your list of templates and can be reused whenever you need to send an offer to a new candidate. You can also integrate it into automated hiring workflows, ensuring the offer email is triggered immediately after a candidate is marked as “Hired.” It will now appear in your list of reusable templates.

Conclusion

With Horilla HRMS, creating a professional and personalized offer letter template is quick and easy. By using the Mail Template Editor and dynamic placeholders, HR teams can eliminate repetitive tasks and focus on building better candidate experiences.

Whether you’re hiring one person or onboarding a whole team, a well-structured offer letter template ensures clear communication, sets expectations, and reflects your company’s professionalism.

Start using offer letter templates in Horilla HRMS today to streamline your recruitment and make every new hire feel welcome from the very first email.