--- title: E-Signature Offers slug: e-signature-offers docTags: RqLdLm9nlqh9vFAn4-Z7N,gkMxf5tV7TVU_jPcL5MsG createdAt: 2025-07-10T11:56:44.877Z --- This guide covers the e-signature feature in detail. Check out the [Offers and Offer Letters](docId\:KLIMfx9N1tAhEBVkMGPOh) guide for the full feature overview. # E-signature offer overview ::loom{url="https://www.loom.com/embed/4c2ae7ee201748a490f493b7331c859e"} :::hint{type="info"} E-signature request templates are not shown in this video, but are available. See [Creating and Managing E-Signature Request Templates](docId\:Oo1yu8BM3VSO1jcuNQwLr) for setup instructions, or the [Send an e-signature offer to a candidate](docId\:ZSjEK0E500MeDHTKQqelW) section below for how to use them. ::: # Permissions: offers and offer letters See the table below for information on the access roles that can create offer letter templates and generate offers for candidates in the Offer stage. | Access Role | Can create offer letter templates? | Can create offers for candidates in the Offer stage? | | -------------------------------------------------------------- | ---------------------------------- | ---------------------------------------------------- | | Limited Access | ❌ | ❌ | | Agency Users | ❌ | ❌ | | Elevated Access - External Recruiter (not linked to an agency) | ❌ | ❌ | | Elevated Access - Analyst | ❌ | ❌ | | Elevated Access - Hiring Team Member | ❌ | ❌ | | Elevated Access - Hiring Manager | ❌ | ❌ | | Elevated Access - Admin | ❌ | ❌ | | Elevated Access - Admin Private | ❌ | ✅ | | Organization Admin | ✅ | ✅ | # Create an offer letter with e-signature tokens The first step in activating e-signature is adding the related tokens to your .docx offer letter template. 1. Navigate to [Offer Letter Tokens](https://app.ashbyhq.com/admin/organizational-settings/offers/offer-letter-tokens) and locate the candidate and company signature tokens. 2. Click a token to copy it to your clipboard, then paste it in the appropriate area of your .docx template. The candidate and company signature and date tokens are required to activate the e-signature feature. 3. Navigate to the [Offer Letter Templates](https://app.ashbyhq.com/admin/organizational-settings/offers/offer-letter-templates) page, click `New`, enter a title, and upload the file. 4. Click the refresh button `🔄`. The form validates for errors, and you are notified if anything needs to be updated. ![Shows the validation check in the offer letter template creation window](https://cdn.zappy.app/5c8212e4b65cf476bcdc477ac189ecb7.png) The following default tokens are available for e-signature offer letters: `{{CANDIDATE_E_SIGNATURE}}` `{{CANDIDATE_E_SIGNATURE_DATE}}` `{{CANDIDATE_E_SIGNATURE_INITIALS}}` `{{CANDIDATE_CHECKBOX}}` `{{COMPANY_E_SIGNATURE}}` `{{COMPANY_E_SIGNATURE_DATE}}` `{{COMPANY_E_SIGNATURE_INITIALS}}` :::hint{type="warning"} The following two tokens are required to send an e-signature. Without them, the e-signature feature will not work: - `{{CANDIDATE_E_SIGNATURE}}` - `{{CANDIDATE_E_SIGNATURE_DATE}}` ::: ## Adding text input fields to your e-signature offer letter :::hint{type="info"} E-signature text input tokens can be used for e-signature offer letters generated via Dropbox Sign or Docusign. ::: If you want to add text fields to your offer letters so the candidate or the company signatory can fill out additional information within the offer, add the following tokens: - `{{CANDIDATE_TEXT_INPUT}}` This text input field provides the candidate a field to add additional text. - `{{COMPANY_TEXT_INPUT}}` This text input field provides the company signatory a field to add additional text. To configure and add a text input token: 1. In the **Offer Letter Tokens** tab, click a text input token. 2. Select the field size by choosing a preset size or setting the width and number of lines. 3. Optionally, check the `Required` checkbox to require the signer to complete the field as part of the signing process. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Vdblf0p9HKE999LinHV6L_offers-acent-ashby-2026-01-29-at-91815-am.jpg" size="80" width="1312" height="1062" position="center" darkWidth="1312" darkHeight="1062" showCaption="false" alt="Shows the window to configure a text input token"} 4. Click the generated token to copy it. 5. Paste the token into your offer letter. ![Highlights the token ](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/BU8cdsM2wJWApPF-KIfDO_offers-acent-ashby-2026-01-29-at-92749-am.jpg) We recommend placing this token on its own line within your offer letter template to prevent layout issues. Here is an example of how the token should be placed and how it looks when an e-signature offer letter has been generated. ![An offer letter template with a company input text token added on a new line.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/Jkh5u64P68HUKY6HYK675_e-signature-text-input-tokens-restricted-early-access-slab-2026-01-29-at-93834-am.jpg "An offer letter template with a company input text token added on a new line.") ![How the company signatory will see the text input field at the point of signing the e-signature offer.](https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/tjlA_m5-wrGagUHpnHLlJ_e-signature-text-input-tokens-restricted-early-access-slab-2026-01-29-at-93802-am.jpg "How the company signatory will see the text input field at the point of signing the e-signature offer.") # Send an e-signature offer to a candidate Once your offer letter template is valid and complete, you are ready to create offers for candidates. Follow the steps below to successfully create and share an e-signature offer. :::hint{type="info"} **Reuse a standard set of offer documents:** Create an [Offer Packet Template](https://app.ashbyhq.com/admin/organizational-settings/offer-packet-templates) to combine an offer letter with optional E-Signature Documents and Company Documents, then apply it to an offer in one step. You can still add or adjust documents for an individual offer. See [Offer Packet Templates](docId\:KsFRcYfn3Y_dM1id-bQZX) for setup and how to apply a template. ::: 1. Navigate to the candidate's profile and move them to the **Offer** stage. This generates an offer activity in the **Activities & Progress** timeline. 2. On the **New Offer** activity, click `Create Offer` and then fill out the **Offer Details** form. 3. Once the form is filled out, click `View Offer` on the **Offer Created** activity, then `Generate Offer Letter`. ![Highlights the view offer and send offer e-signature request buttons](https://cdn.zappy.app/5cb2946f4f1d86a6688173e0b44a6e90.png) 4. Select an e-signature offer letter from the **Templates** dropdown to generate the offer letter. :::hint{type="warning" indent="1"} If you do not have e-signature offer letter templates, you need to go back and create them. See [Create an offer letter with e-signature tokens](docId\:ZSjEK0E500MeDHTKQqelW) above for more information. ::: 5. Once the offer letter has been generated, click `Send Offer E-Signature` (you may need to refresh the page). 6. Fill in the e-signature request details: - **Title:** This becomes the subject of the email to the candidate. - **Message:** This appears in the body text of the email sent by the e-signature provider and is visible to all recipients including the candidate, any internal signers, and anyone CC'd on the request. Once the offer is sent, the message is not viewable on the candidate profile or elsewhere in the Ashby UI. - **Company signatory:** The internal team member required to sign. - **Signing order:** Determine who signs first, or whether anyone can sign at any time. - **Expiration:** Select a specific date, or set to never expire. If the expiry date passes, a new e-signature request will need to be sent to be completed. - **CC:** Any additional individuals you would like to receive the email. :::Paragraph{indent="1"} Alternatively, you can apply an e-signature request template, which fills in these details automatically if your organization has built them. ::: ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/H9D0blHtLDvQBcOsGrFBN_carolina-zulauf-backend-engineer-acent-ashby-2026-03-12-at-42732-pm.jpg" size="72" width="1236" height="1312" position="center" alt="Shows the Send Offer E-signature request pane with an e-signature request template applied, which automatically filled in all the details." darkWidth="1236" darkHeight="1312" showCaption="false"} :::hint{type="info" indent="1"} See [Creating and Managing E-Signature Request Templates](docId\:Oo1yu8BM3VSO1jcuNQwLr) for more information on creating e-signature request templates. ::: 7. You have the option to preview the email before sending by clicking `Preview` at the bottom of the pane, or to send a self-test to your email by clicking `Self-Test` if the preview option in your [Offer Settings](https://app.ashbyhq.com/admin/organizational-settings/offers/settings) is not enabled. 8. When ready, click `Send` to send the request to the candidate! # E-signature preview editor The preview editor can be enabled under [E-Signature Settings](https://app.ashbyhq.com/admin/organizational-settings/offers/settings) in Admin. When enabled, the signature request can be previewed in a document editor before sending the request to the candidate. This allows you to add special document inputs for the signer to fill out, which may not be offered in Ashby's templates. ::loom{url="https://www.loom.com/embed/b17078f26b374391a365d5a0aa9914db"} # Offer sent via Dropbox Sign or Docusign Offers are sent via Dropbox Sign. Ashby's Dropbox Sign integration works automatically; you do not need a Dropbox Sign plan to use it. If you have the Docusign integration in place, offers can also be sent via Docusign. You can read more on this integration at [Docusign](docId\:q9692LmyFdYbtE1VmW3nH). The candidate can start the signing process via a notification from either Dropbox Sign or Docusign. ![Shows an example e-signature offer email to a candidate](https://cdn.zappy.app/c1e98dd6173f8cf1676c26be067c0014.png) # E-signature status and reminders Once an offer is sent, you can review the e-signature status by clicking `View Offer` on the offer activity. From there, in the **Offer E-Signature** section, you can also send out reminders where needed. ![Highlights the View offer button and where the list of required signatures show in the offer overview.](https://cdn.zappy.app/f20f49a59158d2615765d45482e1b33a.png) # Edit offer If you edit an offer, the e-signature request becomes invalid, and you need to regenerate the offer letter and resend the e-signature request. ::Image[]{src="https://cdn.zappy.app/2ffb6d843fdac4b1a4a82455a226debc.png" size="78" width="593" height="415" darkWidth="593" darkHeight="415" position="center" showCaption="false" alt="Highlights a warning indicating the editing the offer will cancel its current e-signature request."} # Review signed offer Once an offer is signed, you have the option to review the offer by clicking `View Offer` on the activity (now showing as **Offer Accepted**). You can click `Signed Offer` to view the signed offer letter. ![Shows the signed offer link to view the offer after it has been signed](https://cdn.zappy.app/5ef12dd4b56990fefe2872f4d876c2fb.png) If you have multiple signed offer documents as part of an offer packet (more on this at [Adding Multiple Documents to an E-signature Offer](docId\:gN7C_pqJJFh32kUp99EMz)), you also see a `Download Signed Files` button. Click this to either download a ZIP file containing all signed files, or to select a specific file from the offer packet to download. ::Image[]{src="https://cdn.zappy.app/0e9c59b244c5c85cde447bfa781c0943.png" size="66" width="589" height="311" darkWidth="589" darkHeight="311" position="center" showCaption="false" alt="Shows the download signed files menu with available options"} # E-Signature Offers: What the Candidate Sees After you send an e-signature request, the candidate receives an email from either Dropbox Sign or DocuSign depending on your chosen tool. - If you are using Dropbox Sign, the candidate selects `Review & sign` in the Dropbox Sign email to open the e-signature document. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/yrzwyZqTNfc6l8DKClyRm_review-and-sign-dropbox-sign.jpg" size="100" isUploading="false" width="1220" height="450" darkWidth="1220" darkHeight="450" alt="Dropbox Sign message to candidates when receiving an e-signature document email. " showCaption="false" indent="1"} - If you are using Docusign, the candidate selects `Review Document` in the DocuSign email to open the e-signature document. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/ncUqs39f_cdPl4jPXYY2d_docusign-review-document-button.jpg" size="100" isUploading="false" width="1198" height="644" darkWidth="1198" darkHeight="644" alt="Docusign message in an email to the candidate." showCaption="false" indent="1"} :::hint{type="info"} The candidate does not need a Dropbox Sign or DocuSign account to review or sign the e-signature document. ::: After everyone signs the document, the candidate receives a notification confirming completion. - If you send the e-signature request via Dropbox Sign, the notification email includes the signed document as an attachment. - If you send the e-signature request via DocuSign, the candidate selects `View Completed Document` in the notification email to access the signed document. # FAQs ### Why do my e-signature placeholders show in the generated document? This can happen when more than one font is used in the document template. Check out [Offer Letter Template Formatting](docId\:VznQ4S_-oH-0fuNsp7q6u) for more troubleshooting tips. ### Can I set my e-signature request to expire? Yes! After creating your offer, you see the **Automatically Expire Request** option in the following menu after clicking `Send Offer E-Signature Request`. Use the drop-down menu to select `At Date & Time` if you want the request to expire; you can then specify the expiration date and time. Keep this set to `Never` if you do not want the request to expire. ::Image[]{src="https://api.archbee.com/api/optimize/0p8tQ--ZZOxRtkVp6Qr-e/SQdmxQkLJVnuBVvbggt0j_image.png" size="70" alt="Shows where the automatic expiration options are when sending an e-signature offer" isUploading="false" width="591" height="626" darkWidth="591" darkHeight="626" showCaption="false"} ### What notifications are received when e-signature requests are sent? You receive notifications when signatories view and sign the offer letter, as well as when all parties have signed. Each signatory gets a notification after signing the offer letter, providing them with their signed copy. If you have set a signing order for the e-signature request, the signer(s) waiting for the other party to sign first get a "heads up" that an e-signature request is heading their way but is not yet ready for their signature. For users to receive notifications from Dropbox Sign for offer e-signature requests, enable **Use Offer E-Signature Preview Editor? **under **Admin > Organizational Settings > Offers > Offer Settings**. This setting enables the embedded preview flow, which allows Dropbox Sign to associate the request with the user who initiated it. ### What email address do e-signature requests come from? E-signature requests come from [noreply@mail.hellosign.com](mailto\:noreply@mail.hellosign.com). ### Why do you recommend that we add the Dropbox Sign domain to an allowlist? For external emails to candidates, Dropbox Sign's domain is highly trusted and it is rare that those emails get sent to spam. We've had a couple of instances where internal signature requests for company signatories were getting blocked, so in order to prevent that, Dropbox Sign recommends adding the email to an allowlist. More about this can be found in the [Dropbox Sign documentation on email notifications](https://faq.hellosign.com/hc/en-us/articles/206454577-Why-am-I-not-receiving-email-notifications#:~\:text=It%27s%20possible%20your%20e%2Dmail,contact%20our%20support%20team%20here). ### Can I create custom tokens for e-signature documents? You can generate custom tokens for candidate, job, and offer custom fields. For more information on setting these up, check out [Custom Fields](docId\:QpGKlrSCmzgWC-7krBWDs). These allow you to pull information from custom fields into your e-signature templates. Your custom field tokens for e-signature documents are listed in the **Custom Field Tokens** section of **E-Signature Document Tokens** within the **E-Signature Documents** section of Admin.