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An offer on Equip is built from two reusable pieces. A document is a single letter or PDF, and a packet is the email plus the documents a candidate signs in one session. Once a packet is attached to a job’s Offered stage, sending an offer takes a few clicks.

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Create a Document

1

Open the Documents tab

Go to Account → Templates, open the Documents card, and click Create document on the Documents tab.
2

Name it and pick a type

Choose Personalized or Fixed.
3

Add the content and check the preview

Write the letter, or upload your PDF. Click Refresh preview to see the finished PDF.
The Document body editor of the Offer Letter, with a formatting toolbar and an offer letter that uses placeholders for the job title, annual salary, start date, work location, reporting manager, notice period, offer expiry date and the candidate's signature

The Offer Letter's body, with the placeholders Equip fills in for each candidate

The two document types suit different jobs: The letterhead uses your team’s logo and name by default. You can override both for a document that goes out under another brand.
A document is either signed or read-only, and you never set this with a switch. A personalized document is signed when its body contains {{candidate_signature}}; a fixed PDF is signed when it has at least one candidate field.

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Variables and Placeholders

Variables are placeholders that Equip replaces with real values when the offer is sent. Equip fills these in for you: For anything else, type your own variable straight into the letter, for example {{salary}} or {{start_date}}. Any name made of letters, digits, and underscores becomes a field you fill in when you send an offer. Three placeholders control signing inside a personalized document:
Fill in Sample values for details that rarely change, such as notice period or work location. They pre-fill the offer form, so you only type them once.

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Build a Packet

1

Create the packet

On the Packets tab, click Create packet.
2

Edit the email and add documents

Equip adds a Review & sign button to the end of the email automatically, so you do not need to add a link yourself. Pick documents from Add a document and drag them into order.
3

Set the validity period and label your variables

Set the days under How long an offer stands. The default is 30. Under Per-candidate variables, adjust the label recruiters see for each variable when they send an offer.
The Edit document packet page showing the Documents card listing Offer Letter and Mutual Non-Disclosure Agreement, both marked Candidate signs, an offer validity of 30 days, and the Who signs card set to Candidate Only

A packet lists the documents to sign, how long the offer stands, and who signs

When a packet contains a signed document, a Who signs card appears. Only the candidate signs by default. Choose Candidate and Recruiter to have a counter-signer from your team sign too, either after the candidate or before the offer reaches them.
A document in use by a packet, or a packet in use by a job opening, is archived instead of deleted. Offers already sent are never affected by later edits, because each offer keeps its own copy of the documents.

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Attach a Packet to the Offered Stage

Each job opening chooses its own packet. Open the job’s Settings, go to the Candidate Pipeline tab, and pick a packet from the Offer dropdown on the Offered stage card.
The Offered stage card in a job's Candidate Pipeline settings with the Offer dropdown open, listing No packet, Offer & NDA which is selected, and Create New

The Offer dropdown on the Offered stage lists the team's packets

The dropdown appears once the job opening is saved. A packet with no documents is just an email, which is useful when you send the paperwork separately.