Create and track offers

The Offers workspace separates template management, offer preparation, sending, and outcome tracking. Creating or changing an offer requires Manage submittals access; sending also requires Send email access.

Review templates as controlled content

Template variables reduce repetition but can also propagate an error. Limit template editing to authorized managers or owners, keep one approved default when appropriate, and re-review templates whenever terms or policies change.

Gather the approved offer information

Before creating an offer, identify the candidate, the relevant job when applicable, and the person authorized to approve the terms. Confirm which template applies to this type of engagement. A familiar template may contain wording for a different location or arrangement, so review its substance as well as its name.

Have the approved role, dates, compensation details, conditions, and contact information available. If a term remains under discussion, resolve it with the responsible reviewer before sending. Do not fill the gap using a previous candidate's offer or a figure copied from an unrelated job.

Inspect the rendered meaning of the template

Read the prepared body in full. Check every substituted variable and any text around it. A correctly inserted date can still create an incorrect sentence when the template assumes a different start arrangement. Look for leftover placeholders, contradictory conditions, and contact details that no longer belong to the approver.

For a fictional example, Maya Rao may have discussed a possible start date without accepting it. An offer can propose approved terms, but its preparation does not prove that she agreed to them. Keep the candidate's current response distinct from the agency's proposed offer and from the client's authorization.

Keep approval separate from preparation

InferOwl supports preparing and tracking the offer. Your agency's business and legal approval process determines who can authorize its terms. Complete that review before sending, and preserve the approval in the agency's approved records. Access to an editing control alone does not establish authority to change compensation or contractual wording.

If the template itself needs correction, involve the authorized template owner. Review whether the correction affects other offers still being prepared. Avoid altering already agreed terms as part of a general copy-editing exercise; any substantive change needs the appropriate business review.

Record the response and check the saved result

After sending, inspect the action result before reporting completion. Update accepted, declined, or expired outcomes only when supported by the actual event. A lack of response should not be recorded as acceptance. Where a response is ambiguous, ask the responsible recruiter to confirm it before changing the status.

If a save or send reports an error, reopen the offer and check what was retained before repeating the action. This is particularly important for an action that could send another message. For support, provide the offer reference through the approved channel, the attempted action, and a redacted error. Keep candidate compensation and the offer document out of an initial general support email.