How to Configure Offer and Appointment Templates

Before you begin

Before configuring templates, make sure you have:

• Company Admin or Recruitment Admin access
• approved offer and appointment letter content
• company header and footer details already set up
• salary, benefits, and employment terms confirmed
• authorized signatory details available
• the correct placeholders needed for candidate and employee data

Review your company documents before you begin. The template editor can pull header and footer content from Company Documents, so those details should be accurate first.

Why this setup matters

Offer and appointment templates help your hiring team create consistent documents without rewriting the same information for each candidate.

Dynamic tokens also fill in details such as candidate name, job title, department, salary, joining date, and reporting manager. Therefore, recruiters can prepare documents faster while reducing manual errors.

Steps

1. Sign in to Synclo
Sign in with an account that can manage recruitment settings.

2. Open Recruitment Setup
From the left sidebar, expand HireHub. Next, select Recruitment Setup.

3. Open Offer & Appointment Templates
On the Recruitment Configuration page, select Offer & Appointment Templates.

Two sections are available:

• Offer Letter Templates
• Appointment Letter Templates

Start with the document type you want to configure.

4. Review the existing offer letter templates
Open the Offer Letter Templates tab.

The page displays available templates, such as the Standard Offer Letter. Each template may show its type, status, last edited date, and available actions.

5. Preview an offer letter template
Click View on an existing template.

The preview shows how the offer letter will appear with sample data. Review employment details, compensation, benefits, conditions, and acceptance sections.

6. Edit an existing offer template
Click Edit on the required template.

The Offer Letter Template Editor will open with the current content and settings.

7. Create a new offer template
To create another version, click Create Template.

Enter a clear template name and select the template type, such as a printable offer letter.

8. Configure the offer letter sections
Review and update the available sections.

These may include:

• Header
• Date and Subject
• Offer Introduction
• Employment Details
• Compensation
• Benefits
• Leave Entitlement
• Conditions and Compliance
• Acceptance
• Footer

Some sections are mandatory, while others can be turned on or off based on your company process.

9. Update the subject and introduction
Enter the offer subject and opening text.

Use direct language that explains the position, company, and purpose of the letter.

10. Configure employment details
Open the Employment Details section and add the terms candidates need to review.

This section may include employment type, work location, reporting manager, start date, and probation period.

11. Configure compensation details
Open the Compensation section and add salary information.

You can include basic salary, allowances, variable pay, currency, and payment frequency.

12. Add optional sections where needed
Turn on Benefits, Leave Entitlement, Conditions and Compliance, or Footer when they apply to the offer.

Keep optional sections off when they are not part of the document.

13. Use dynamic tokens
Use the Token Library on the right side of the editor to insert candidate and job details.

Available tokens may include:

• Candidate Name
• Candidate Email
• Candidate Phone
• Job Title
• Department
• Company Name
• Employment Type
• Work Location
• Reporting Manager
• Start Date
• Probation Period
• Basic Salary
• Allowances Breakdown
• Variable Pay
• Currency
• Payment Frequency
• Benefit 1
• Benefit 2

Click a token to insert it into the selected section.

14. Configure the acceptance section
Review the acceptance terms, deadline, and signature lines.

Make sure the candidate has a clear place to confirm acceptance.

15. Preview the offer letter
Click Preview after completing the template.

Check the wording, token placement, section order, and document layout before saving.

16. Save the offer template
Click Save to store the template.

Return to the template list and confirm that the new or updated version appears correctly.

17. Open Appointment Letter Templates
Select the Appointment Letter Templates tab.

The page will display the available appointment letter templates, including any system default template.

18. Preview an appointment letter
Click Preview on the required template.

Review the subject, appointment details, joining date, department, reporting manager, and signature area.

19. Edit or create an appointment template
Click Edit to update an existing template. Alternatively, select Create Appointment Template to build a new one.

20. Enter the appointment template details
Add the template title, subject, and body text.

Use clear wording that confirms the employee’s designation, department, joining date, and reporting manager.

21. Add appointment letter tokens
Use the Token Library to insert employee and company details.

Available tokens may include:

• Employee Name
• Employee ID
• Employee Email
• Employee Phone
• Joining Date
• Designation
• Department
• Grade
• Employment Type
• Work Location
• Reporting Manager
• Company Name
• Company Address
• Company Logo
• Authorized Signatory Name
• Authorized Signatory Designation

These tokens will be replaced with the correct employee data when the document is created.

22. Configure the signature block
Set the labels for the company and employee signature areas.

You can also choose whether name and date lines should appear for each signer.

23. Review the header and footer
The appointment letter header and footer may come from Company Documents.

If those details need changes, update them in the company document settings before generating letters.

24. Preview the appointment template
Review the full letter before saving.

Check the body text, tokens, signature lines, header, and footer.

25. Save the appointment template
Click Save Template to store the final version.

The template will then appear in the Appointment Letter Templates list.

26. Save the recruitment configuration
Return to the Offer & Appointment Templates page and click Save Changes if the page requires a final save.

What happens next

After configuring offer and appointment templates, you can:

• create offer letters for selected candidates
• reuse approved employment terms
• fill candidate and employee details through tokens
• prepare appointment letters after an offer is accepted
• keep document wording consistent across vacancies
• reduce manual editing before sending documents

Review templates whenever compensation terms, company policies, or signatory details change.