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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

Documents live in your template library, so one offer letter can be reused across many packets and job openings.
1

Open the Documents tab

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

Name it and pick a type

Enter a Document name (up to 100 characters), choose Personalized or Fixed, and click Create and start writing.
3

Add the content

For a personalized document, write the letter in the editor or import an existing PDF (up to 10 MB and 50 pages) to start from. For a fixed document, upload the final PDF and click its pages to place Signature, Date, and Text fields.
4

Check the preview

Fill in the Sample values, then click Refresh preview to see the finished PDF. Changes save automatically.
The two document types suit different jobs: A personalized document’s letterhead uses your team’s logo and name by default. You can position it, add a company address, or override the logo and name 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}}. There is no fixed list: 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

A packet is what actually gets sent. It bundles one email with an ordered set of documents.
1

Create the packet

On the Packets tab, click Create packet and enter a Packet name (up to 100 characters).
2

Edit the email

Adjust the Subject and body of the covering email. Equip adds a Review & sign button to the end automatically, so you do not need to add a link yourself.
3

Add documents

Pick documents from Add a document and drag them into order. Each row shows Candidate signs or Read-only.
4

Set the validity period

Under How long an offer stands, enter a number of days from 1 to 365. The default is 30.
5

Label your variables

Under Per-candidate variables, adjust the Field label recruiters see for each variable when they send an offer.
When a packet contains a signed document, a Who signs card appears. The choice applies to the whole packet:
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 dropdown appears once the job opening is saved, and your choice saves automatically. A packet with no documents is just an email, which is useful when you send the paperwork separately.