> For the complete documentation index, see [llms.txt](https://docs.pockethrms.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.pockethrms.com/feature-guides/digital-offer-acceptance.md).
# Digital Offer Acceptance
The **Digital Offer Acceptance** feature lets candidates review, sign and accept their offer letter online through the **Candidate Self Service Portal**.
HR configures the signing settings on the offer letter in Cloud, sends the offer from the candidate profile in ESS, and the candidate signs and accepts it in the portal.
This helps in:
* Removing the need to print, sign and scan offer letters
* Capturing the candidate's consent before the offer letter is viewed
* Keeping the signed offer letter on the candidate profile
* Carrying the signed offer letter to the employee profile on onboarding
#### **Before You Begin**
Ensure the CTC Template and Offer Letter are created and linked. For the initial setup, refer to [CTC Calculator](https://docs.pockethrms.com/hr-and-admin-portal/cloud-configuration/recruitment-hire-v2-setup/ctc-calculator).
### **How to Configure Signing on the Offer Letter?**
**Path: Cloud → Settings → HR → HR - Letter**
**Step 1: Open the Offer Letter for Editing**
Use the search box to find the Offer Letter linked to your CTC Template. Letters linked to a CTC Template show the **CTC Template** label on the card.
Click the **⋮** menu button on the letter card and click **Edit**.
**Step 2: Enable E-Sign for the Letter**
In the **Acknowledgement & Signing** section, click **E-Sign** to open the signing configuration.
By default, this is set to **None**, and the **Summary** shows **Signing: Off**.
**Step 3: Choose the Signing Style**
Under **Choose Signing Style**, select how the candidate accepts the offer letter.
| **Signing Style** | **Description** |
| --------------------- | ---------------------------------------------------------------------------------------------------------------------------- |
| **E-sign** | The candidate can type, draw or upload a signature. |
| **Aadhaar Sign** | The candidate verifies and signs using Aadhaar OTP. This is a paid feature. Contact your Pocket HRMS Consultant for details. |
| **Checkbox to agree** | The candidate selects a checkbox with pre-defined text to accept the offer letter. Click **Edit** to change the text. |
**Step 4: Set Extra Rules**
Under **Set Extra Rules**, enable the rules you need.
| **Rule** | **Description** |
| ---------------------------------- | ------------------------------------------------------------------------------------------------------------------------------ |
| **Pre-approval Disclaimer** | Shows a pop-up message that the candidate must agree to before viewing the offer letter. Click **Edit** to change the message. |
| **Option to Reject for Candidate** | Shows an **I Decline** button so the candidate can reject the offer. |
The **What the Employee Sees** panel shows a live preview of your selections.
**Step 5: Add the Sign Area (Checkbox to agree only)**
This step applies only when **Checkbox to agree** is selected. For **E-sign**, the candidate places the signature on the letter.
Click **Add Sign Area** under **Signing Tools**. The **Sign Area** appears on the letter in the editor.
Move the **Sign Area** to the position where the acceptance text should appear.
Under **Signature Pages**, select **All** or the specific pages where the **Sign Area** should appear. The position is copied to every page you select.
Click **Remove** to delete the **Sign Area**.
**Step 6: Save the Signing Setup**
Click **Update**.
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### **How to Send the Offer Letter?**
Open the candidate profile from either of the following paths:
| **Option** | **Path** |
| ----------------------- | ------------------------------------------------------ |
| From the job | **ESS → Hire V2 → Jobs → Manage Jobs** |
| From the candidate list | **ESS → Hire V2 → Candidates → Add/Manage Candidates** |
From **Manage Jobs**, open the job, then click the **Candidate Name**. From **Add/Manage Candidates**, click the **Candidate Name**.
**Step 1: Move the Candidate to the Offer Stage**
From the **Stage** dropdown on the candidate profile, select **Offer** or any stage where **Make An Offer** is enabled.
**Why is this step required?**
The **Make An Offer** option is available only in stages where it is enabled. If the candidate is in any other stage, you cannot send the offer letter.
**Step 2: Open the Make An Offer Window**
Click **Make An Offer**.
**Step 3: Select the Offer Type**
Under **Offer Type**, select **With CTC Calculation**, then click **Next Step**.
**Step 4: Select the Template**
From the **Select Template** dropdown, select the template configured for this offer.
**Step 5: Enter the Monthly Amount and Calculate**
Enter the **Monthly Amount (₹)**. The amount must be within the **Range** shown above the field.
Click **Calculate**. The system displays the CTC annexure with **Monthly** and **Annually** values for each component.
To change the amount, edit the **Monthly Amount (₹)** and click **Recalculate**.
**Step 6: Proceed to the Next Step**
Review the annexure and click **Next Step**.
**Step 7: Select the Email Template**
From the **Email Template** dropdown, select the email template for the offer.
The **Candidate Email** is filled in from the candidate profile.
**Step 8: Send the Offer**
Click **Send Offer**.
To change the CTC amount, click **Back to Calculator**.
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### **How Does the Candidate Accept the Offer?**
**Path: Candidate Self Service Portal → Applied Jobs**
**Step 1: Open the Job**
Click the job for which the offer was received. A red badge on the job card shows new updates.
**Step 2: Open the Offer**
Click the **Offers and Documents** tab. The offer is shown under **Offer Letter** with its **Valid Until** date.
**Step 3: Review the Offer**
Click **Review Offer**.
If **Pre-approval Disclaimer** is enabled in Cloud, the **Offer Letter Acknowledgement** pop-up appears. Click **Proceed** to agree and open the offer letter. The candidate cannot view the letter without clicking **Proceed**.
**Important:** Steps 4 to 6 apply only when the signing style is **E-sign**. For **Checkbox to agree**, the acceptance text is added automatically in the **Sign Area** configured in Cloud.
**Step 4: Add the Signature**
The offer letter opens with the signing options on the right.
Under **Add Annotations**, click **Add Signature** to see the signature options.
**Step 5: Create the Signature**
Create the signature using one of the following options:
| **Option** | **How to Use** |
| ---------- | --------------------------------------------------------------------- |
| **Draw** | Draw the signature in the box. Click **Clear** to start again. |
| **Type** | Enter the name in **Enter your name**, then select a signature style. |
| **Upload** | Click **Browse** and select a signature image. |
Click **Create**.
**Step 6: Place the Signature on the Letter**
The signature appears on the letter. Move it to the required position and use the corner handles to resize it.
**Step 7: Accept the Offer**
Under **Actions**, click **I Agree & Acknowledge** to accept the offer.
**Step 8: View the Accepted Offer**
After acceptance, the **Offers and Documents** tab shows **You have accepted this offer.** and an **Offer Accepted** card.
Click **View / Download Accepted Offer** to view or download the signed offer letter.
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### **How to View the Accepted Offer?**
Open the candidate profile using either path in **How to Send the Offer Letter?**
**Step 1: Open the Offers History**
Click the **offers** badge on the candidate profile. The **Offers Made History** panel shows every offer sent to the candidate, with its status, **Sent on** date, sender and **Expiry** date.
**Step 2: View the Offer**
Click **View Offer** on the offer to view the signed offer letter.
The accepted offer letter is also saved in the **Documents** tab of the candidate profile. On onboarding, it moves to the employee profile.
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**For any queries, contact**
