Job offer letters are one of the first official documents a candidate receives from your company. Getting them right matters.
You want the letter to be clear, professional, and warm, not cold and robotic. That’s where ActiveMerge can help. With its smart automation and document personalization tools, you can send offer letters in bulk that still feel personal to each candidate.
Why Is Job Offer Letters Important?
A job offer letter is more than just paperwork. It sets the tone for your new hire’s experience with your company. A good letter makes them feel valued. A sloppy one makes them hesitate.
Here’s why a solid offer letter matters:
- It creates trust: A well-written letter shows you’re organized and professional.
- It confirms the details: Salary, job title, start date, everything should be crystal clear.
- It makes it personal: Using someone’s name and specific role builds a sense of connection.
- It reflects your brand: If your letter is polished, the company looks polished too.
With ActiveMerge, you can build these letters faster and make them feel tailor-made, even when you’re sending out dozens at a time.
Step 1: Set Up Your Offer Letter Template
Start by creating a base offer letter. This should be a Word doc that includes placeholders like:
- {Full Name}
- {Candidate Address}
- {Job Title}
- {Date}
- {Start Date}
- {Salary}
- {Manager Name}
- {Company Name}
- {Company Address}
- {Sent By}
- {Position}
These placeholders will be filled automatically later. Keep the wording warm and friendly, while still being professional.
Example:
Step 2: Build a Spreadsheet with Candidate Info
Open Google Sheets or Excel and create a file with all the info you want to merge.
Your columns should match the placeholders in your letter. For example:
- Full Name
- Candidate Address
- Job Title
- Date
- Start Date
- Salary
- Manager Name
- Company Name
- Company Address
- Sent By
- Position
Fill each row with the details for a different candidate.
Step 3: Sign in to ActiveMerge
Go to activemerge.com and log in. If you don’t have an account yet, you can create one in a few clicks. Once inside, go to your dashboard and click “Start New Job” to get started.
Step 4: Upload Your Spreadsheet
Next, upload the spreadsheet you created earlier. You can import it directly from your device.
ActiveMerge will match your spreadsheet data with your template tags.
If you’re using Google Spreadsheet, remember to download the file as Microsoft Excel (.xlsx) format since ActiveMerge only supports this format.
Step 5: Upload Your Offer Letter Template
Upload your Offer Letter template. ActiveMerge will detect your merge tags automatically.
You’ll see a preview of the template, and the tags will be listed. Make sure they match your spreadsheet column names.
Step 6: Preview Your Letters
Before you generate the full batch, preview a sample document. This helps make sure everything looks right —no missing names, incorrect titles, or awkward spacing.
ActiveMerge makes the process easy. Just click “Preview Document”.
Result:
Get the Free Offer Letter Template
Get a copy of the Free Offer Letter template. You can download the Google Docs template in Microsoft Word (.docx) format, as ActiveMerge only supports Word documents.
Final Thoughts
Sending out job offers shouldn’t be a chore. If you’re still manually editing each letter, it’s time to stop. Automation doesn’t have to mean impersonal. With tools like ActiveMerge, you can move faster and still keep that human touch.
Frequently Asked Questions
Do I need to install any software?
Nope. ActiveMerge works fully online in your browser. You just need an internet connection and a browser like Chrome or Edge.
Can I use ActiveMerge with Microsoft Word?
Yes. You can upload .docx templates from Word.
Can I brand my offer letters with my company logo and colors?
Yes. You can customize your templates with logos, colors, fonts, and more before uploading them into ActiveMerge.
