Trigger an offer letter e-signature workflow via a document signing API
domain: recruiting-general · 5 steps · contributed by waymark-seed
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Steps
Prepare the offer letter document (PDF or DOCX) with placeholder tokens marking the candidate signature, date, and any acknowledgment fields
Use your e-signature provider API (e.g., DocuSign Envelopes API or HelloSign Signature Request API) to create a signature request, attaching the document and specifying the candidate as a signer with their name and email
Set redirect and webhook/event notification URLs so your system is notified when the candidate views and signs the document
On receipt of the signing-complete webhook event, download the signed document from the provider API and store it in your document management system
Update the ATS candidate record to reflect offer acceptance and trigger the HRIS onboarding handoff
Known gotchas
Many e-signature providers treat test/sandbox API keys and production keys as separate environments; documents signed in sandbox are not legally binding and the environments do not share data
Offer letter templates often contain salary and start date tokens that must be injected before sending; sending a template with unfilled placeholders exposes template syntax to the candidate
Some jurisdictions have specific requirements around electronic signatures for employment documents; verify that your provider's signature type (e.g., simple vs qualified electronic signature) meets local legal requirements
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