Upon offer approval in the ATS, extract the candidate email, offer details (role, compensation, start date), and the template ID for the applicable offer letter.
Authenticate with your e-signature provider API using YOUR_ESIGN_TOKEN and create a signature envelope or document request, merging the offer details into the template fields.
Add the candidate as the first signer and any required countersigners (HR, hiring manager) in the correct signing order, specifying each party's email and role.
Send the envelope and store the returned document or envelope ID against the ATS candidate record for status tracking.
Subscribe to the provider's completion webhook so your system is notified when all parties have signed; on receipt, download the completed PDF and attach it to the candidate record.
Trigger any downstream onboarding actions (such as HRIS provisioning or equipment requests) from the signed event rather than from offer approval, to avoid acting before the candidate has countersigned.
Known gotchas
Template field mapping errors (mismatched field names between the ATS offer object and the e-sign template) result in blank merge fields in the delivered document — always validate template field coverage in a test environment before going live.
E-signature completion webhooks may fire before the provider's download endpoint reflects the final signed document; implement a short retry loop when fetching the completed PDF.
Some jurisdictions require specific offer letter language, notice periods, or wet-signature equivalents — confirm e-signature validity for offers in each operating jurisdiction before replacing paper processes.
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